Executive Assistant to AVP - FCS
 University of Arkansas | |
 United States, Arkansas, Little Rock | |
| 2801 South University Avenue (Show on map) | |
 Sep 04, 2025 | |
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Closing Date: Type of Position:Staff - ClericalWorkstudy Position: Work Shift: Sponsorship Available: The University of Arkansas System Division of Agriculture is a state wide campus, with faculty based on University campuses, at Research and Extension Centers and in every Arkansas county. It consists of the Arkansas Agricultural Experiment Station (AES) and the Arkansas Cooperative Extension Service (CES), and is home to more than 1400 employees. The Division was established in 1959 and is headed by the Vice-President for Agriculture. The Division headquarters is located in Little Rock with the rest of the University of Arkansas System Administration. As an employer, the University of Arkansas System Division of Agriculture offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button. If you have a disability and need assistance with the hiring process and require reasonable accommodations, please contact the Division's Office of Program & Employment Compliance at compliance@uada.edu. For general application assistance or if you have questions about a job posting, please contact Human Resources at 501-671-2219 or 479-502-9820. Department:Family & Consumer Science * Assistant Vice PresidentDepartment's Website: The position is in Little Rock at the State Extension Office. Job Duties: *Budget Support oResponsible for budget tracking and monitoring, reviewing expenditures, advising of potential budget issues associated with unit M & O, indirect budgets, grant project budgets, and foundation accounts. oEnsure appropriate documentation of all financial transactions. oMaintain inventory of unit equipment and data inventory as assigned by CES. *Calendar & Scheduling for AVP - FCS oManage, with input, the calendar and schedule for the AVP - FCS. oProtect the AVP - FCS's time by blocking off work time as needed. oCreate Doodle Polls or other means of coordinating scheduling for multiple people. *Confidentiality & Policy Knowledge oMaintain executive-level, highly confidential files and records related to personnel, budgets, performance, salaries, correspondence, reports, and sensitive information. oMaintain knowledge of appropriate University of Arkansas Division of Agriculture Research and UADA policies, rules, and procedures. oInterpret and explain policies, programs, and services in response to inquiries by internal and external clientele. oProvide training and technical support regarding organizational policies and operations for FCS administrative specialists, faculty, and other staff upon request and in collaboration with the AVP - FCS. *Director of First Impressions oServe as front-line reception for the AVP - FCS. oHandle various administrative tasks, including processing mail, screening incoming calls, greeting visitors, and providing written and verbal responses to internal and external inquiries. oEstablish and maintain daily operating procedures and best administrative practices for FCS, including mentoring and professional development support for the administrative support team in FCS. *Leadership Skills oExhibit leadership qualities to facilitate change or resolve a problem. oBuild consensus by exhibiting the ability to bring people together to accomplish the task at hand. oEstablishes and maintains effective working relationships with the administrative team, other departments, staff, agencies, and clientele, and assists when called upon. oOther duties as assigned. *Workday and Reports oPrepare and submit administrative operational documents, expense accounts, expense reports, leave reports, mileage and other requests for reimbursements, payment and spend authorizations, and other reports on request and with guidance. oPrepare monthly budget reports for M & O, grant reports, and other reports on request. oDevelop and maintain databases, spreadsheets, and other fiscal reporting mechanisms to aid in executive decision-making. oPlan, organize, implement, and expedite within deadlines, special confidential projects requested by the AVP, including gathering information, reviewing files, researching policy and regulations, contacting other agencies or institutions, analyzing data, and preparing reports of findings in a professional and timely manner. oInitiate hiring workflows for job requisitions and positions that report to the AVP - FCS. oAssist with the hiring process, including scheduling interviews, contacting applicants, and working with screening committees. oConduct Workday approvals for AVP - FCS fund designations, including T-card, P-Card, and other appropriate purchases. oSchedule motor pool vehicle use for AVP - FCS using Fleet Commander or the current platform as appropriate. *Outreach oWork with the Communications Department and the AVP - FCS to maintain and update the FCS internal and external webpage for accuracy regularly. oWork with the Communications Department and the AVP - FCS to produce a quarterly FCS Newsletter for external and internal stakeholders. *Meeting Support oAssists with all AVP - FCS meetings, including preparation of meeting materials such as agendas, handouts, facility and room requests, room set-up, transportation needs, lodging, catering, and technical support well in advance of each meeting. oPrepare and disseminate meeting minutes in a timely manner following all meetings. Qualifications: Minimum Qualifications A bachelor's degree in business administration or a related area, plus four (4) years of related professional work experience, OR a High School Diploma or equivalent, plus eight (8) years of related professional work experience, is required. Preferred Qualifications The Certified Administrative Professional (CAP), Certified Executive Assistant, or Professional Administrative Certificate or Excellence (PACE) certification is preferred. Knowledge, Skills & Abilities: Knowledge of staff development & supervision principles. Knowledge of department operations, policies, & procedures. Knowledge of applicable laws & regulations. Knowledge of computers & Microsoft 365. Knowledge of basic accounting principles. Knowledge of the principles & practices of mathematics & statistics. Knowledge of work-related subject areas and platforms, including Workday. Skilled in performing basic quantitative quality assurance reviews. Skilled in resolving operational problems. Skilled in researching, preparing, and presenting comprehensive reports for the AVP - FCS. Ability to research & analyze related work program information. Ability to develop, recommend, interpret, & apply policies & procedures. Ability to analyze financial records & prepare reports. Ability to plan, organize, & direct the work of others. Additional Information: Salary Information: Required Documents to Apply: Optional Documents: Recruitment Contact Information: 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. Pre-employment Screening Requirements:Motor Vehicle Reports CheckThe University of Arkansas System Division of Agriculture may conduct pre-employment background checks on certain positions for applicants being considered for employment. The background checks may include a criminal background check and a sex offender registry check. Required checks are identified in the position listing. A criminal background check or arrest pending adjudication information alone shall not disqualify an applicant in the absences of a relationship to the requirements of the position. Background check information will be used in a consistent, non-discriminatory manner consistent with the state and federal law. The University of Arkansas is an equal opportunity institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of any category or status protected by law, including age, race, color, national origin, disability, religion, protected veteran status, military service, genetic information, sex, sexual orientation, or pregnancy. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.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. Constant Physical Activity:Hearing, Manipulate items with fingers, including keyboarding, Talking Frequent Physical Activity:N/A Occasional Physical Activity:N/A Benefits Eligible:Yes | |