Associate for Administration

Uasys; Pine Bluff (AR); On-site; USD 42,000 - 64,000; Full time

Job summary

The Office of the Chancellor at the University of Arkansas at Pine Bluff is seeking an organized Associate for Administration to provide comprehensive administrative support. The role includes welcoming guests, managing communications, calendar support, and confidential records handling.

You will coordinate travel, meetings, and staff recognitions, serve as a liaison across departments, and ensure efficient office operations while maintaining discretion and professionalism in a high-level

Qualifications

• Bachelor’s degree required.
• Strong in-person and phone-based customer service.
• Demonstrated reliability.
• Five years of clerical/secretarial/administrative support experience.
• MS Office proficiency (Excel, Word, Outlook, PowerPoint) and web apps.
• Excellent organizational skills and problem-solving.
• Strong written and verbal communication.
• Strong interpersonal skills and work ethic.
• Ability to meet tight deadlines and manage multiple tasks independently.
• Discretion, diplomacy, and tact in governance matters; effective with board members and officials.

Responsibilities

• Provide a professional, welcoming atmosphere for faculty, staff, students, and visitors.
• Cover front desk for staff as needed.
• Assist in preparing information for Chancellor's calendar events.
• Protect confidential information and handle records discreetly.
• Manage daily mail and deliveries.
• Arrange official travel logistics and expense reports.
• Coordinate staff recognitions, receptions, and meetings.
• Respond to concerns from employees and the public; escalate as needed.
• Prepare materials, sensitive or privileged, as directed.
• Back-up for Chancellor's office during overloads.
• Distribute and track documents requiring signature.
• Liaise between department and other University offices.
• Manage office supplies and anticipate needs.
• Represent the Chancellor to other offices or external entities as needed.
• Perform other duties as assigned.

Skills

Bachelor’s degree

Customer service

Reliability

Organizational skills

Communication

Interpersonal skills

Time management

Discretion & diplomacy

Problem solving

Teamwork

Education

Bachelor’s degree

Tools

MS Office Suite

Excel

Word

Outlook

PowerPoint

Web applications

Job description

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 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:

Professional Staff - Project/Program Administration

Workstudy Position:

No

Job Type:

Regular

Sponsorship Available:

No

Institution Name:

University of Arkansas at Pine Bluff

The University of Arkansas at Pine Bluff is an 1890 Land-Grant HBCU with a diverse student population, competitive degree offerings and stellar faculty.

For more than 140 years, the University of Arkansas at Pine Bluff has worked to create an environment that inculcates learning, growth and productivity while affording a basic need to its students – a chance to advance.

The 15:1 student to teacher ratio makes it possible to maintain a learning environment with close interaction between students and faculty while challenging curricula encourage our students to seek and fulfill their potential.

You can excel in your chosen field of study through a curriculum of Certificate and Associates degree programs, more than thirty Undergraduate programs, Master’s degree programs and a Doctorate program in Aquaculture/Fisheries. You can also develop workplace readiness through internships, co-ops and fellowships in the U.S. and abroad.

Out-of-class experiences and student involvement include more than 90 student organizations, an internationally renowned Vesper Choir, Marching Band, Concert Bands, Wind Symphony, nationally recognized debate team, award-winning theater department and accomplished athletic program.

Though the main campus is in Pine Bluff, its reach is worldwide. UAPB has an extended campus in North Little Rock and offers as well as online courses. With the addition of the Arkansas Research and Education Optical Network (ARE-ON), students can engage in information exchange with others anywhere in the world. There are also Research and Extension offices in Lonoke, Newport and Lake Village and collaborations with other colleges and universities in the State through the National Science Foundation funded STEM (Science, Technology, Engineering and Mathematics) Academy.

As the second oldest land-grant institution in the state of Arkansas, the mission of this No Excuse University remains the same – to provide a high quality, affordable education with a personal touch. We invite you to Become a Part of the Pride at the University of Arkansas at Pine Bluff.

If you have a disability and need assistance with the hiring process and require reasonable accommodations, please contact Human Resources at 870.575.8400 .

Department:

COS | Chief of Staff

Summary of Job Duties:

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.

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.

Salary Information:

Commensurate with education and experience.

Required Documents to Apply:

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

Recruitment Contact Information:

Sharron Williams
Employment Manager
[e-mail]

Pre-employment Screening Requirements:

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.

Benefits Eligible:

Yes