Administrative Specialist III, Office of the Dean of Students

University of Arkansas System • Fort Smith, AR

1d • Onsite

About The Position

The Administrative Specialist III provides advanced, high-level administrative and operational support to the Office of the Dean of Students and serves as a vital operational anchor for the Student Affairs Office. Reporting directly to the Dean of Students, this position is responsible for maintaining peak office efficiency, ensuring meticulous regulatory compliance and confidentiality, and managing complex schedules. This position is governed by state and federal laws and agency policy.

Requirements

• A bachelor’s degree from an accredited institution.
• Strong communication skills.
• Ability to work with diverse populations.
• Two years of related office and/or customer service experience.

Nice To Haves

• Bilingual and ability to read, write and speak Spanish proficiently is preferred.

Responsibilities

• Schedule and confirm appointments for the Dean of Student and designated Student Affairs staff.
• Manage the primary calendar for the Dean of Students, while providing secondary scheduling and meeting coordination support for the broader leadership team as needed.
• Prepare agendas and take minutes for departmental meetings.
• Coordinate logistics for student conduct hearings, case management team meetings, and department support meetings.
• Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork and by providing leadership to student employees.
• Requires consistent on-time attendance.
• Draft, edit, and format official correspondence, memos, and reports.
• Maintain confidential student files in accordance with FERPA regulations.
• Create and manage spreadsheets for tracking student conduct cases and outreach efforts.
• Performs basic reception and clerical duties for the Office of Student Affairs
• Respond to inquiries regarding student services, policies, and procedures.
• Direct students to appropriate campus resources and offices.
• Reserve rooms and arrange catering for student events and workshops.
• Prepare materials and signage for events hosted by the Student Affairs Office.
• Creates and tracks purchase orders, travel requests, contracts, and reimbursement requests; assist in the development and tracking of departmental budget reports.
• Monitor departmental budget expenditures and maintain accurate financial records.
• Order supplies and manage inventory for the office.
• Ensure all communications and records comply with university policies and federal regulations.
• Handle sensitive information with discretion and professionalism.
• Assist the Director of Title IX with tracking case timelines and ensuring the timely dispatch of official compliance correspondence.
• Assist with onboarding new staff or student workers.
• Maintain office procedures and update manuals, as needed.
• Assist with compiling research and reports, as needed.
• Coordinate with all supported administrators to establish weekly task priorities under the direct oversight and direction of the Dean of Students.
• Other duties as assigned.

Benefits

• University contributions to health, dental, life, and disability insurance
• Tuition waivers for employees and their families
• 12 official holidays
• Immediate leave accrual
• A choice of retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level