Associate for Administration

University of Arkansas System•Pine Bluff, AR

2d•Onsite

About The Position

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.

Requirements

Bachelor’s degree
Strong background in customer service, in person and by phone.
Demonstrated reliability.
Five years of clerical, secretarial, administrative support experience
Demonstrated word-processing and computer training and expertise in MS Office, including Excel spreadsheets, Word, Outlook, PowerPoint, as well as Outlook and web applications
Exceptional organizational skills and an ability to resolve routine office problems professionally, efficiently, effectively, and independently.
Strong written and oral communication skills with the ability to interact effectively with internal and external constituents
Strong interpersonal skills and work ethic
Ability to work under tight deadlines, manage multiple assignments efficiently, and effectively work independently with minimum supervision
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

Nice To Haves

5 years of administrative experience in higher education.

Responsibilities

Provide a professional, helpful, welcoming atmosphere and a positive attitude for faculty, staff, students, families, callers, and visitors of the Office of the Chancellor.
Provide coverage for the front desk including on behalf of the staff.
Assists in the development of information needed for calendar events for the Chancellor’s calendar.
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.
Receive, sort, log, and distribute daily incoming mail and deliveries.
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.
Coordinate staff recognition materials and events; coordinate receptions and social functions, and meetings for the Chancellor with the Vice-Chancellors and other staff.
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.
Prepares a variety of materials as requested and which may be sensitive, privileged, and highly confidential, either independently or as directed.
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.
Facilitates the work of the Office of the Chancellor by distributing and keeping accurate records of documents requiring the Chancellor’s signature.
Serves as a liaison between the department and other University offices
Order, receive, and maintain office supplies; anticipate supply needs and ensure that supplies will be available.
May represent the Chancellor or Chief of Staff to other University offices, the public outside, the public or outside agencies in administrative matters;
Performs other duties as assigned.