Executive Assistant I

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Closing Date:

Type of Position:

Professional Staff - Operations

Job Type:

RegularDay Shift (United States of America)No

Institution Name:

University of Arkansas for Medical Sciences

The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.
 

UAMS offers amazing benefits and perks (available for benefits eligible positions only):

• Health: Medical, Dental and Vision plans available for qualifying staff and family
• Holiday, Vacation and Sick Leave
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy

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.

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.
 

For general application assistance or if you have questions about a job posting, please contact Human Resources at [email protected].

Department:

CHP | RIS Dept Admin

Department's Website:

https://healthprofessions.uams.edu/

Summary of Job Duties:

The Executive Assistant I within the College of Health Professions reports directly to the Chair/Program Director and assumes responsibility for various duties aimed at supporting the efficient functioning of assigned programs or departments. These responsibilities include: Provides administrative support for student recruitment and admissions. Preparation and processing of contracts and affiliation agreements. Maintains office equipment and assists with inventory of office, educational and clinical supplies. Prepares and processes work orders for physical plant, telecommunications, and creative services. Acts as programs or departments point of contact for communication, scheduling, and reporting. This role operates within a collaborative team environment and receives assignments from the Chair/Program Director based on program or departmental needs.

The College of Health Professions (CHP) serves the state of Arkansas as the primary arm of the University of Arkansas in offering programs that provide education, service, and research in the allied health professions. The CHP mission is achieved through the varied offerings of its departments. The College, the only one of its kind at an academic health science center in Arkansas, has as its main role the education of allied health professionals to serve in the health care delivery system in the state. The specific educational programs currently offered within the College of Health Professions are provided by ten academic departments. They include: Audiology and Speech Pathology; Dental Hygiene; Dietetics and Nutrition; Genetic Counseling; Imaging and Radiation Sciences (Diagnostic Medical Sonography, Nuclear Medicine Imaging Sciences, Radiologic Imaging Sciences); Laboratory Sciences (Cytotechnology, Medical Laboratory Sciences); Occupational Therapy; Physical Therapy; Physician Assistant Studies; and Respiratory Care.

The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.

Qualifications:

• Bachelor's Degree PLUS two (2) years of administrative or related experience OR High School Diploma/GED PLUS six (6) years of administrative or related experience

Knowledge, abilities and skills:

• Must be detailed oriented, self-directed, motivated, team-oriented, have ability to multi-task, possess strong organizational skills, problem-solving skills, time management, excellent written and oral communication and interpersonal skills.
• Must be proficient with Microsoft Office programs, including Outlook, Word, SharePoint, Forms and Excel. Must have good communication skills.

Preferred Qualifications

• Three (3) years of executive office experience.
• Experience using Workday.

Qualifications Equivalencies:

Additional Information:

What You’ll Do: Key Responsibilities:

Department Communication, Scheduling and Events

• Serve as the department’s primary contact for vendors, faculty, students, and internal and external stakeholders.
• Manage department email, phone calls, correspondence, and memoranda.
• Coordinate and attend department meetings, prepare agendas, and distribute meeting materials.
• Reserve classrooms and maintain course schedules in Workday Student.
• Coordinate special events and student activities, including facilities, meals, and other arrangements.

Procurement, Inventory and Facilities

• Coordinate travel and procurement requests with the Dean’s Office, including quotes, invoices, and required forms.
• Collect and deposit funds according to UAMS/CHP Cash Handling Procedures.
• Maintain office equipment and office, educational, and clinical supplies; serve as the department’s property inventory contact.
• Conduct facilities rounding and submit work orders for maintenance, telecommunications, and creative services.

Academic Program and Faculty Support

• Provide administrative support to the Chair/Program Director.
• Maintain syllabi, course evaluations, and faculty workload records on the college’s SharePoint site.
• Prepare and submit adjunct faculty documentation by semester deadlines.
• Process and track affiliation agreements through completion.
• Assist with research and scholarly activity administration, including semiannual reporting.
• Support clinic operations and proctor exams.

Student Recruitment and Admissions Support

• Support student recruitment and complete related assignments in Workday Student.
• Coordinate admissions activities with the Chair/Program Director and faculty, including applicant inquiries and interview scheduling.
• Prepare admission and acknowledgment letters and applicant packets.
• Maintain materials for recruitment trips and provide general student support.
• Protect the confidentiality of applicant and student information.

Other Duties

• Perform other duties as assigned.

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

Special Instructions to Applicants:

Please contact [email protected] for any recruiting related questions.

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

This position is subject to pre-employment screening (criminal background, drug testing, and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity.  The information obtained in these reports will be used in a confidential, non-discriminatory manner consistent with state and federal law. 

Constant Physical Activity:

Hearing, Sitting, Talking

Frequent Physical Activity:

Manipulate items with fingers, including keyboarding

Occasional Physical Activity:

Kneeling, Pulling, Pushing, Reaching, Standing, Walking

Benefits Eligible:

Yes