Operations Coordinator

Uasys; Little Rock (AR); On-site; USD 30,000 - 41,000; Full time

Job summary

The University of Arkansas at Little Rock is seeking an Operations Coordinator within the Office-Government Relations. This role supports daily administrative operations, assists with procurement, scheduling, events, and campus visits for key stakeholders.

Responsibilities include managing calendars, coordinating invitations and parking, handling printing and document delivery, and preparing materials for legislative council meetings.

Qualifications

• High School Diploma and administrative support experience required.
• Event experience preferred.
• Workday familiarity preferred.

Responsibilities

• Provide quality customer support to internal and external guests.
• Act as liaison for managing contacts across campus to support University Affairs.
• Assist with planning and executing events and campus visits.
• Manage Vice Chancellor for University Affairs' calendar and schedule meetings with stakeholders.
• Coordinate invitations, space, parking, and visitor arrangements for events.
• Process printing, scanning, and express deliveries; handle mail and packages.
• Prepare supporting documents for Arkansas Legislative Council meetings and other meetings.
• Assist with daily bill review during legislative sessions and track legislation.
• Maintain contact database with quarterly reviews and updates.
• Carry out annual inventory and maintain office supplies.
• Prepare agendas and organize filing systems; support meetings and communications.
• Handle purchasing and transfers using P-Card; verify transactions in FFTA and Workday.

Skills

Multitask

Collaboration

Policy adherence

Microsoft Office

Gmail

Workday

Professionalism

Planning/Coordination

Stakeholder mgmt

Driving

Education

High School Diploma

Administrative Support experience

Event experience

Tools

Workday

Job description

Closing Date:

Type of Position:

Administration - Operations

Workstudy Position:

No

Job Type:

Regular

Work Shift:

Day Shift (United States of America)

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.

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:

Office-Government Relations

Summary of Job Duties:

The Operations Coordinator is responsible for taking a support role in the daily administrative operations of the University Affairs Division, which is responsible for local, state, and federal government affairs. The Operations Coordinator also provides project support for the Chancellor’s Office as needed.

The Operations Coordinator works closely with the Vice Chancellor for University Affairs to design and implement systems to efficiently manage departmental needs including supplies, equipment, phone coverage, events, and planning for key stakeholders visiting campus. Responsibilities also include procurement purchases with P-card; processing purchase requisitions and fund transfers through Workday, and Foundation Fund Tracking and Administration (FFTA); submitting orders and payments to campus catering for University Affairs and other units as assigned.

The Operations Coordinator also provides support for meetings, receptions, and special events organized and coordinated by University Affairs. The Operations Coordinator will be accountable for delivering excellent customer service. This position is governed by state and federal laws, and agency/institution policy.

Qualifications:

Required Education and/or Experience:

• High School Diploma;
• Administrative Support experience in a professional setting.

Preferred Education and/or Experience:

• Event experience.
• Experience with Workday.

Job Duties and Responsibilities:

Customer Service and Support

• Provide quality customer support service to internal and external guests;
• Act as liaison for managing contacts from within and outside of campus as needed to support the work of University Affairs, such as IT Services, Finance and Administration, catering services, Marketing and Communications, Student Affairs, and Facilities Management;
• Assist with planning and executing events and campus visits with key stakeholders coordinated by University Affairs.

Office Management Support

• Provide professional administrative support for the Chancellor's Office and University Affairs, including assisting with management of the Vice Chancellor for University Affairs' calendar by ensuring key legislative and campus events are included and scheduling meetings with stakeholders and relevant personnel as requested;
• Assist with campus visits and tours for elected officials and key stakeholders by coordinating invitations, securing space, obtaining and returning golf carts, maintaining materials, and communicating visitor parking needs to campus police;
• Handle routine printing, photocopying, scanning of documents, and processing of packages for express delivery;
• Assist Vice Chancellor for University Affairs in meeting preparation by providing supporting documents for monthly Arkansas Legislative Council meetings and other public meetings;
• Assist with daily bill review during legislative sessions, including printing bills and amendments, assigning bills for review, tracking legislation, and generating reports;
• Review agendas for local governing bodies regularly and identify any items of possible interest to the University and provide those to VCUA;
• Maintain office supplies;
• Carryout annual inventory tracking for University Affairs;
• Prepare email, mail, and text message invitations for events or programs;
• Prepare agendas for campus visits;
• Organize filing system and maintain all University Affairs files;
• Ensure accurate contact database management through quarterly reviews and updates of stakeholder information;
• Add contact information to database as necessary;
• Perform other duties as assigned.

Finance and Purchasing

• Handle routine purchasing and transfers for University Affairs;
• Maintain P-Card for purchasing;
• Responsible for record-keeping and transaction verifications;
• Process accounts payable tasks and payment requests in FFTA and Workday;
• Perform other support duties as assigned.

Knowledge, Skills, and Abilities

• Ability to multitask, prioritize, and manage multiple projects, including assisting with special events;
• Demonstrated skill at collaborating with various internal and external roles serving different organizational missions;
• Aptitude for internalizing policies and procedures concerning day-to-day operations of UA Little Rock;
• Proficient in use of technology and software applications, including Microsoft Office and Gmail;
• Familiarity with Workday, or similar enterprise-level planning solution;
• Ability to represent University Affairs with a high degree of professionalism over the phone and in-person;
• Ability to plan, organize, and coordinate activities, resources, and materials associated with the needs of University Affairs;
• Ability to work well with individuals at all levels of the university and with external constituents;
• Ability to operate a motor vehicle.

Additional Information:

Salary Information:

$35,568

Required Documents to Apply:

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

Recruitment Contact Information:

Emily Cox
Vice Chancellor for University Affairs
[e-mail]

Pre-employment Screening Requirements:

Criminal Background Check, Financial Credit Check, Motor Vehicle Reports 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, Sitting, Talking

Frequent Physical Activity:

Repetitive Motion, Standing

Occasional Physical Activity:

Walking

Benefits Eligible:

Yes