Administrative Assistant

University of Arkansas
United States, Arkansas, Fayetteville
346 North West Avenue (Show on map)
Jan 16, 2025
Current University of Arkansas System employees, including student employees and graduate assistants, need to log in to Workday via MyApps.Microsoft.com, then access Find Jobs from the Workday search bar to view and apply for open positions. Students at University of Arkansas System two-year institutions will also view open positions and apply within Workday by searching for "Find Jobs for Students". All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated). If you close the browser or exit your application prior to submitting, the application process will be saved as a draft. You will be able to access and complete the application through "My Draft Applications" located on your Candidate Home page. Closing Date: Type of Position:Staff - Clerical Workstudy Position: No Job Type:Regular Work Shift: Sponsorship Available: No Institution Name: University of Arkansas Pulaski Technical College University of Arkansas - Pulaski Technical College at North Little Rock is an integral part of the Arkansas Technical and Community College System maintained by the State of Arkansas. The college is governed by the University of Arkansas System Board of Trustees and a seven-member Board of Visitors and derives its support largely from student tuition and fees and legislative appropriations. UA - Pulaski Tech, a comprehensive two-year college, offers associate degree and certificate programs for students who plan to transfer to four-year colleges and universities and/or for career preparation and advancement. 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. For general application assistance or if you have questions about a job posting, please contact Human Resources at (501) 812-2839. Department:Admissions and Financial Aid Department's Website: Summary of Job Duties:The Administrative Assistant reports to the Vice Chancellor for Enrollment Management & Student Life and supports enrollment management and student life initiatives. Summary of Job Duties: Manages and/or performs the administrative functions of the Vice Chancellor's Office. Manages support responsibility for projects and programs of the Vice Chancellor's Office. Attends events with the Vice Chancellor and may take photos and notes at meetings. Maintains administrative and technical systems and processes per management directives. Responsible for data entry support that involves sensitive information and strict confidentiality. Performs functions to provide training on travel assistance, carry out purchase order requests, and monitor spending for available funds and needed budget transfers. Interacts closely with administrative divisions that report to the Vice Chancellor (Financial Aid, Admissions, TRIO, CPI, Veterans Services, Welcome Center, PR & Marketing, and Student Life & Wellness) to provide project support as appropriate. Manages the budget of the Office of the Vice Chancellor and assists with the budgeting process of the offices directly reporting to the Vice-Chancellor. Reviews and assists with various processes, including but not limited to requisitions, grants, applications, travel authorizations, employment contracts, P-cards, T-cards, pay-related documents, and/or other related items. Facilitate workshops and training for Student Services Ambassadors so they are fully functional in working at the front desk and giving tours. Demonstrate highly effective customer service skills via telephone and in person. Coordinates bulk mail-outs, calling campaigns, and other student outreach efforts as needed. Serves as the direct supervisor for part-time workers and is able to train them to assist with projects. Help coordinate activities and business processes related to the College and Career Coach program. Serves as coordinator for departmental-wide functions and meetings and participates in college-sponsored activities. Assist in Managing grant materials and maintain documents under FERPA and UA-PTC Policy & Procedures when needed Scan, image, and index various files into the scanning system, including confidential and/or discipline, monthly budget, and expenditure files. Organizes, arranges, and attends, when necessary, conferences and seminars related to department objectives Coordinates office activities with VC direct reports and other professional staff to help monitor office activities and workflow and make recommendations. Assist in developing and implementing office procedures necessary to meet department objectives. Conserve the Vice Chancellor's time by reading, researching, collecting, and analyzing information as needed in advance. Manages sensitive information with discretion and confidentiality. Performs other related duties as assigned. Qualifications: Minimum Qualifications: High School Diploma/GED Three years of administrative support experience or related experience One year of supervisory or leadership capacity experience Experience preparing and monitoring budgets Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) High level of confidence, integrity, and motivation Proactive, responsive, and resourceful Strong follow-up and follow-through skills Detailed oriented with exemplary organization skills Able to multi-task and work well under pressure Highly flexible and motivated individual with an ability to work independently as well as in a team setting Must consistently demonstrate the highest level of professionalism and discretion Strong interpersonal skills with the ability to interact well with all levels of clients, customers, and internal personnel Sensitivity to respond appropriately to the needs of a diverse population Preferred Qualifications: Senior-level administrative support experience Associate Degree Experience preparing and monitoring budgets Additional Information: Salary Information: $30,000 Required Documents to Apply: Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume Optional Documents: Unofficial/Official Transcript(s) Special Instructions to Applicants Recruitment Contact Information: Human Resources Humanresources@uaptc.edu 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:Criminal Background Check, Motor Vehicle Reports Check, Sex Offender Registry University of Arkansas - Pulaski Technical College is committed to providing a safe campus community. Title IX protects the college community from sexual harassment in a school's education programs and activities. This means that Title IX protects the college community in connection with all academic, educational, extracurricular, athletic, and other programs of the school, whether those programs take place in a school's facilities, in college transportation, at a class or training program sponsored by the school at another location, or elsewhere. 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, affirmative action institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). Federal law prohibits the University from discriminating on these bases. 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:Manipulate items with fingers, including keyboarding, Sitting, Standing, Talking, Walking Frequent Physical Activity:Feeling, Grasping, Hearing Occasional Physical Activity:N/A Benefits Eligible:Yes