Job Description

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Closing Date:

Type of Position:

Management, Supervisory

Workstudy Position:

No

Job Type:

Regular

Work Shift:

Day Shift (United States of America)

Sponsorship Available:

No

Institution Name:

University of Arkansas at Little Rock

The University of Arkansas at Little Rock is a metropolitan research university that provides an accessible, quality education through flexible learning and unparalleled internship opportunities. At UA Little Rock, we prepare our more than 8,900 students to be innovators and responsible leaders in their fields. Committed to its metropolitan research university mission, UA Little Rock is a driving force in Little Rock's thriving cultural community and a major component of the city and state's growing profile as a regional leader in research, technology transfer, economic development, and job creation.

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 theApply link/button.

If you have a disability and need assistance with the hiring process please contact Human Resources at 501-916-3180

For general application assistance or if you have questions about a job posting, please contact Human Resources at 501-916-3180

Department:

VC Finance & Administration

Department's Website:

of Job Duties:

The Executive Administrative Assistant is responsible for providing upper level executive administrative support to the Vice Chancellor / Chief Financial Officer, Associate Vice Chancellor, and Contract Review Manager. This position is also responsible for providing operations support to the Vice Chancellor’s office, its division departments, and the UA Little Rock campus in a multitude of administrative processes.

The Executive Administrative Assistant is expected to anticipate and adapt to the needs of a highly dynamic senior executive position and to be experienced in supporting senior-level executives. The Executive Administrative Assistant must handle a wide range of administrative tasks, work independently as required, maintain confidentiality, and exercise independent judgment. The candidate must have the ability to work well in a dynamic, fast-paced organization and maintain multiple tasks and competing priorities, often under pressure, with accuracy, flexibility, and attention to detail.

The Executive Administrative Assistant must have the ability to work as part of a team with other members of the Vice Chancellor’s office and division. This position has frequent contact with top university officials, business and community leaders, as well as alumni, faculty, staff, and students. The Executive Administrative Assistant will be accountable for delivering excellent customer service to all individuals who have contact with the Vice Chancellor’s Office. This position is governed by state and federal laws and agency/institution policy.

Qualifications:

Required Education and/or Experience:

• Formal education equivalent of a bachelor’s degree with a major in sociology, public administration, or related field, plus two years of experience in program administration or related area;

OTHER JOB RELATED EDUCATION AND/OR PROFESSIONAL EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS.

Preferred Education and/or Experience:

• Executive-level administrative support experience in higher education.
• Familiarity with Workday.

Job Duties and Responsibilities:

Upper Level Executive Support

• Manage complex schedule for executive-level meetings and events involving attendees from multiple departments and external constituents;
• Assist with document and file preparation for meetings and projects;
• Draft/proofread letters, email correspondences and memorandums for the vice chancellor, as requested;
• Manage travel arrangements for the Vice Chancellor, departmental staff and official visitors, including pre-authorization and expense reimbursement while adhering to State law and university policies and procedures;
• Coordinate police authority updates with the Department of Public Safety, the Chancellor’s Office, and the UA System Office;
• Maintain records necessary for the effective, efficient running of the office;
• Assist with planning and executing events coordinated by the office;
• Assist Contract Services with contract intake, scanning, and management of ImageNow database.

Campus Support Responsibilities

• Manage the Driver Authorization Database, including but not limited to serving as driver authorization reviewer in Workday; coordinating driver authorizations with Procurement Services, Human Resources, and Motor Pool; and corresponding with departments and employees regarding driver authorizations pursuant to UA System’s Vehicle Safety Program policies and procedures;
• Follow up consistently and promptly with all relevant UA Little Rock departments to address questions and issues that arise and to maintain efficient operations;
• Manage SSC fourth floor copiers, including coordination of lease renewals, maintenance requests, paper and supply orders, and meter readings/reports;
• Coordinate student trip authorizations and camp/extracurricular activity event authorizations, including verification of driver authorization; serve as the delegate signature authority on student trip authorizations ;
• Maintain expert knowledge of student travel insurance, camp insurance, driver authorization and vehicle insurance duties; correspond with and provide guidance to campus constituents;
• Liaison with the UA System Office on various policy, insurance, driver authorization, and public safety matters, as circumstances require;
• Maintain university vehicle database in coordination with Facilities Management, Motor Pool, and UA System Office;
• Coordinate and process department vehicle changes and annual notices, including maintenance of personal use of university vehicles records and transmitting updates to Payroll;
• Coordinate and process notification to UA System of vehicle changes and insurance coverage.

Finance and Administration Office Responsibilities

• Maintain and manage the department PCard and CTS travel card, including accurate recordkeeping, transaction verifications, and annual training pursuant to UA Little Rock policies and procedures;
• Manage departmental inventory, including annual scanning and processing periodic updates
• Manage real estate files and databases, including acquisitions, tax matters, exemption requests, payment, and monitoring of tax issues;
• Manage yearly recurring requisitions for purchase orders and recurring monthly payments, ensuring timely payments;
• Manage and prioritize incoming correspondence; screen incoming calls, and manage VCFA group email and VCFA fax message program for incoming and outgoing faxes;
• Regularly assess needs of office (including supplies, repairs, and maintenance needs) and manage the process of procurement, installation and delivery;
• Log all incoming checks, process and deposit, according to departmental policies and procedures;
• Manage department mail per university and departmental policies and procedures;
• Initiate requisitions and manage procurement process through receipt of goods or services;
• Other duties as assigned.

KNOWLEDGE, ABILITIES, AND SKILLS

• Knowledge of computers and software applications;
• Ability to follow policies and procedures and applicable regulations;
• Ability to establish and maintain filing systems;
• Ability to operate standard office equipment;
• Ability to analyze documents to determine compliance with rules, regulations, and procedures;
• Ability to communicate effectively both verbally and in writing;
• Ability to manage and prioritize multiple deadlines;
• Ability to work cooperatively and effectively with others;
• Ability to work in a fast-moving environment; flexible and adaptable to change;
• Ability to deliver accuracy with strong attention to detail;
• Ability to maintain a high level of confidentiality and professionalism;
• Proactive and energetic with a positive attitude;
• Outstanding organizational and problem-solving skills;
• Excellent customer relations skills;
• A strong team player who interacts comfortably with individuals at all levels of an organization;
• Familiarity with university enterprise resource planning (ERP) software systems.

Additional Information:

Salary Information:

Commensurate with Education and Experience

Required Documents to Apply:

Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume

Optional Documents:

Special Instructions to Applicants:

Recruitment Contact Information:

Lacie Barkley
Operations Manager
lbarkley@ualr.edu

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

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:

Criminal Background Check, Financial Credit Check, Sex Offender Registry

The University of Arkansas at Little Rock is committed to providing a safe campus community. We conduct background checks for applicants being considered for employment. Background checks include a criminal background check and a sex offender registry check. For certain positions, there may also be a financial (credit) background check, a Motor Vehicle Registry (MVR) check, and/or drug screening. Required checks are identified in the position listing. A criminal conviction or arrest pending adjudication or adverse financial history information alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background check information will be used in a confidential, non-discriminatory manner consistent with 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, Sitting, Talking, Walking

Frequent Physical Activity:

Repetitive Motion

Occasional Physical Activity:

Kneeling, Lifting, Reaching, Stooping

Benefits Eligible:

Yes