Institutional Assistant

National Network of Public Health Institutes; Little Rock (AR); On-site; USD 37,000 - 45,000; Full time

Job summary

The University of Arkansas at Little Rock is seeking an Institutional Assistant to enhance college operations and personnel management. You will support Workday and Watermark (Activity Insight/Workflow), coordinate HR workflows, and maintain faculty records under the Dean’s guidance.

You’ll liaise with Deans, Directors, and Chairs, assist with annual reviews, minutes, and communications, and provide administrative support across college activities and events.

Qualifications

• Bachelor’s degree with two years of higher education experience.
• Strong communication and organizational abilities.
• Experience with HR systems and workflows is preferred.

Responsibilities

• Support HR processes and Workday workflow administration.
• Coordinate HR files and college communications with deans and chairs.
• Maintain rosters, documentation, and records for faculty and departments.
• Assist with meetings, agendas, minutes, and college newsletters.

Skills

Communication

Teamwork

Database skills

Customer service

Spreadsheet skills

Education

Bachelor’s degree

Tools

Workday

Watermark

Activity Insight

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 - Institutional Affairs
Workstudy Position:
No
## Job Type:
Regular
## Work Shift:

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.

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:
College of Humanities Arts, Social Sciences & Education
Department's Website:

## Summary of Job Duties:
The Institutional Assistant enhances the effectiveness of the college by providing personnel oversight and support as well as general office management. The Institutional Assistant reports directly to the Dean and is responsible for college activities related to the implementation and management of Workday and Watermark Products (Activity Insight and Workflow) as well as all other personnel processes, systems, and documentation. This position is governed by state and federal laws, and agency/institution policy.
## Qualifications:

Required Education and/or Experience:

- Bachelor’s degree with two (2) years of experience in higher education.

Job Duties and/or Responsibilities:

- Liaise with Deans, Directors, and Chairs on the hiring process for the college and departments including hands-on management through the HR system, and advising on workflow in the system;
- Coordinate promotion and tenure processes; provide communication to college units regarding processes; maintain roster of faculty promotion and tenure;
- Coordinate annual review processes; provide communication to college units regarding processes; coordinate documentation between units;
- Coordinate with Associate Deans on employee HR files, including collaborating on the managing college’s Activity Insight/Workflow (Watermark) or other HR software) personnel management software;
- Ensure implementation of all processes to Workday (or other HR/finance software) as modules become available;
- Manage building issues by coordinating repairs and maintenance with Facilities Management
- Manage room reservations for all college rooms;
- Maintain database for the schools and departments as appropriate;
- Communicate with Associate/Assistant Deans, Department Chairs, Directors, as well as officers outside of the College on college issues, requests, and concerns;
- Assimilate and distribute information to the college departments and faculty in support of the Director of Communications or Deans; Support Director of Communications in essential college communication activities.
- Assist with preparing and distributing agendas and take detailed minutes for Executive Council Meetings, advisory boards, and other meetings as directed by the Dean;
- Assist with preparing and producing college newsletters and annual reports;
- Provide logistical support for college events and meetings;
- Maintain and purchase supplies in support of the Finance team;
- Other duties as assigned.

Knowledge, Skills, and Abilities:

- Excellent written and oral communication skills, presentation and organization skill, and a customer service orientation;
- Ability to work in a team environment;
- Strong database skills;
- Strong customer service abilities;
- Ability to manipulate data in a spreadsheet.

Qualification Equivalencies:

Additional Information:

Salary Information:
$40,568

Required Documents to Apply:
Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume

Optional Documents:

Recruitment Contact Information:
Jeremy Ecke, CHASSE Dean, [e-mail]

## Pre-employment Screening Requirements:
Criminal Background 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 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.

## Constant Physical Activity:
Hearing, Manipulate items with fingers, including keyboarding, Repetitive Motion, Sitting, Standing, Talking, Walking
## Frequent Physical Activity:
Hearing, Lifting, Manipulate items with fingers, including keyboarding, Sitting, Standing, Talking, Walking
## Occasional Physical Activity:
Pulling, Pushing, Reaching
## Benefits Eligible:
Yes