Associate for Administration

Professional Staff - Project/Program Administration

No

Regular

No

University of Arkansas at Pine Bluff

The Office of the Chancellor is seeking a highly organized, dynamic, and team-oriented candidate for the position of **Associate for Administration**. The successful candidate will provide comprehensive administrative support to the Office of the Chancellor and will be responsible for performing a full range of confidential administrative and support activities. Responsibilities include welcoming and assisting guests, answering and directing telephone calls, managing incoming and outgoing email correspondence, and receiving, sorting, logging, and distributing daily incoming mail and deliveries.

Minimum Qualifications:
1.    Bachelor’s degree 
2.    Strong background in customer service, in person and by phone. 
3.    Demonstrated reliability.
4.    Five years of clerical, secretarial, administrative support experience 
5.     Demonstrated word-processing and computer training and expertise in MS Office, including Excel spreadsheets, Word, Outlook, PowerPoint, as well as Outlook and web applications
6.    Exceptional organizational skills and an ability to resolve routine office problems professionally, efficiently, effectively, and independently.
7.    Strong written and oral communication skills with the ability to interact effectively with internal and external constituents
8.    Strong interpersonal skills and work ethic
9.    Ability to work under tight deadlines, manage multiple assignments efficiently, and effectively work independently with minimum supervision
10.    Highest levels of discretion, diplomacy, flexibility, collegiality, and care in dealing with complex and sensitive governance matters and engaging effectively with board members and senior university officers, public officials, and the general public
 

Preferred Qualifications

5 years of administrative experience in higher education.

Essential Duties:
1.    Provide a professional, helpful, welcoming atmosphere and a positive attitude for faculty, staff, students, families, callers, and visitors of the Office of the Chancellor. 
2.    Provide coverage for the front desk including on behalf of the staff. 
3.    Assists in the development of information needed for calendar events for the Chancellor’s calendar.
4.    Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff, and the various publics served by the University and in handling administrative records, files, and similar confidential items.
5.    Receive, sort, log, and distribute daily incoming mail and deliveries. 
6.    Arranges efficient and cost-effective official travel for the Chancellor and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers.
7.    Coordinate staff recognition materials and events; coordinate receptions and social functions, and meetings for the Chancellor with the Vice-Chancellors and other staff.
8.    Responds to concerns and complaints from employees, students, and the public; discusses with the Chief of Staff or Chancellor as necessary, and implements timely solutions as appropriate.
9.    Prepares a variety of materials as requested and which may be sensitive, privileged, and highly confidential, either independently or as directed.
10.    Assists in performing routine office tasks and may act as a back-up to the chancellor’s office staff in work overloads and their absence, as needed, or requested.
11.    Facilitates the work of the Office of the Chancellor by distributing and keeping accurate records of documents requiring the Chancellor’s signature. 
12.    Serves as a liaison between the department and other University offices
13.    Order, receive, and maintain office supplies; anticipate supply needs and ensure that supplies will be available.
14.    May represent the Chancellor or Chief of Staff to other University offices, the public outside, the public or outside agencies in administrative matters;
15.    Performs other duties as assigned.
 

The University of Arkansas at Pine Bluff 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 preference, 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.

Commensurate with education and experience.

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

Sharron Williams
Employment Manager
williamssm@uapb.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.