Executive Assistant

Closing Date:

University of Arkansas - Fort Smith

The University of Arkansas - Fort Smith is a dynamic, mid-sized public university that's redefining higher education. We're on a mission to provide transformative, hands-on learning experiences for students of all backgrounds and aspirations. Our multi-faceted approach to education offers a wealth of opportunities, with over 70 academic programs, including certificates, associate, bachelor's, and master's degrees. We're committed to building a diverse community that mirrors Arkansas's rich tapestry, reflecting our dedication to serving the state's varied population while enhancing the quality of our institution.

As an employer, the University of Arkansas offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. The benefits package includes university contributions to health, dental, life, and disability insurance, tuition waivers for employees and their families, 12 official holidays, immediate leave accrual, and a choice of retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

Fort Smith, Arkansas

Nestled along the Arkansas River, this vibrant city offers a perfect blend of history, culture, and natural beauty. Immerse yourself in the rich heritage of the Old West at the Fort Smith National Historic Site, explore the eclectic local art scene, or take a scenic stroll along the picturesque riverfront trails. With a welcoming community, diverse dining options, and a thriving downtown, Fort Smith is the ideal destination for history enthusiasts and those seeking modern amenities.

Thank you for your interest in joining our university. Below you will find details for the position including any supplementary documentation and/or questions you should review before submitting your application. For general application assistance or if you have questions about a job posting, please contact Human Resources at (479) 788-7080.

If you have a disability and need assistance with the hiring process please contact Human Resources at 479-788-7080. Applicants are required to submit a request for each position to which they have applied.

Required Education and/or Work Experience: Minimum qualifications include a Bachelor's degree. Experience working in an office setting. Other related education/and or experience may be substituted.

Preferred Education and/or Work Experience: Knowledge of Workday is a preferred.

Knowledge, Skills, and Abilities:

To perform the job successfully, the following competencies are required for the essential functions of this position:

* Ability to build relationships and maintain trust using the highest standard of ethics, including the ability to keep sensitive information confidential.

* Extensive knowledge of and experience with Microsoft Office products, e.g., Word and the Word merge feature; Excel spreadsheets and formulas; Outlook email and calendar; Teams; and PowerPoint charts and graphs.

* Knowledge of and experience with virtual video conferencing platforms such as Zoom and Microsoft Teams.

* Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

* Exceptional customer service ethic and high personal expectations for quality.

* Forward-looking thinker, who actively seeks opportunities and proposes solutions.

* Willingness to learn and actively seek professional development opportunities.

* Ability to coordinate projects and events.

* Ability to manage multiple calendars efficiently.

* Ability to react quickly and accurately and maintain a high level of professional conduct and courtesy in a fast-paced, dynamic environment.

* Ability to accomplish projects with minimal supervision.

* Ability to communicate effectively, both with the written and spoken word.

* Ability to independently prioritize and plan work activities; use time efficiently.

* Ability to identify and resolve problems in a timely manner; compile and analyze information skillfully and independently; and employ innovative thinking.

* Ability to adapt to changes in the work environment, to manage competing demands and unexpected events

* Ability to follow instructions and respond to management direction.

Essential Job Duties and Responsibilities:

* Provide high-level administrative support by handling information requests; managing and performing clerical functions, such as answering the phone, maintaining files, receiving visitors, arranging video conference calls, scheduling meetings, managing calendars, processing procurement transactions, processing travel requests, and processing travel reimbursements for the Office of the Chancellor.

* Manage and maintain the university compliance calendar. Send out calendar reminders of upcoming compliance deadlines. Track responses and completion of deadlines. Minor research of federal, state, and local regulations as needed.

* Perform event planning and management.

* Work independently and as part of a team on special nonrecurring as well as ongoing projects and tasks.

* Assist in the preparation and editing of various documents, including reports, correspondence, presentations minutes, and provide signature-ready correspondence for the Chancellor.

Other Job Duties and Responsibilities:

* Maintain office supplies inventory by checking stock to determine inventory level, anticipating necessary supplies, placing orders, verifying receipt of supplies.

* Other duties as assigned.

Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork and by providing leadership to subordinates. Requires consistent on-time attendance.

Additional Information:

Working Relationships: Ability to work efficiently and collaboratively with UAFS students, administrators, staff, faculty, and alumni; campus guests; donors; community members; UA Board of Trustees members; UAFS Board of Visitors members; and dignitaries.

List Employees Supervised: None.

Special Job Dimensions: Work performed in an office setting with no exposure to hazardous conditions, materials, or equipment. While performing the duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee frequently sits for extended periods of time, and occasionally stands and walks. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee regularly talks and hears. Employee occasionally lifts items up to 10 pounds. May transport books and materials to and from other areas of the campus. Local travel to pick up orders and supplies, delivery of meeting materials, and to assist with off-campus events. Incumbent will be required to depart the primary duty location to attend meetings elsewhere on campus. Office hours 8:00 a.m. to 5:00 p.m., Monday through Friday; extended hours are occasionally required.

Background Check Requirements. Criminal and financial background check. MVR.

All application materials must be uploaded to the University of Arkansas System Career Sitehttps://uasys.wd5.myworkdayjobs.com/UASYS

Please do not send to listed recruitment contact.

This position may be subject to a pre-employment criminal background check, sex offender registry check, financial history background check, and/or drug screening. A criminal conviction or arrest pending adjudication and/or adverse financial history alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background checks and drug screening information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.