Executive Administrative Assistant

University of Arkansas System•Little Rock, AR

10d

About The Position

The Executive Administrative Assistant is responsible for providing upper level executive administrative support to the Vice Chancellor / Chief Financial Officer, Associate Vice Chancellor, and Contract Review Manager. This position is also responsible for providing operations support to the Vice Chancellor’s office, its division departments, and the UA Little Rock campus in a multitude of administrative processes. The Executive Administrative Assistant is expected to anticipate and adapt to the needs of a highly dynamic senior executive position and to be experienced in supporting senior-level executives. The Executive Administrative Assistant must handle a wide range of administrative tasks, work independently as required, maintain confidentiality, and exercise independent judgment. The candidate must have the ability to work well in a dynamic, fast-paced organization and maintain multiple tasks and competing priorities, often under pressure, with accuracy, flexibility, and attention to detail. The Executive Administrative Assistant must have the ability to work as part of a team with other members of the Vice Chancellor’s office and division. This position has frequent contact with top university officials, business and community leaders, as well as alumni, faculty, staff, and students. The Executive Administrative Assistant will be accountable for delivering excellent customer service to all individuals who have contact with the Vice Chancellor’s Office. This position is governed by state and federal laws and agency/institution policy.

Requirements

Formal education equivalent of a bachelor’s degree with a major in sociology, public administration, or related field, plus two years of experience in program administration or related area
OTHER JOB RELATED EDUCATION AND/OR PROFESSIONAL EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS.
Knowledge of computers and software applications
Ability to follow policies and procedures and applicable regulations
Ability to establish and maintain filing systems
Ability to operate standard office equipment
Ability to analyze documents to determine compliance with rules, regulations, and procedures
Ability to communicate effectively both verbally and in writing
Ability to manage and prioritize multiple deadlines
Ability to work cooperatively and effectively with others
Ability to work in a fast-moving environment; flexible and adaptable to change
Ability to deliver accuracy with strong attention to detail
Ability to maintain a high level of confidentiality and professionalism
Proactive and energetic with a positive attitude
Outstanding organizational and problem-solving skills
Excellent customer relations skills
A strong team player who interacts comfortably with individuals at all levels of an organization
Familiarity with university enterprise resource planning (ERP) software systems.

Nice To Haves

Executive-level administrative support experience in higher education.
Familiarity with Workday.

Responsibilities

Manage complex schedule for executive-level meetings and events involving attendees from multiple departments and external constituents
Assist with document and file preparation for meetings and projects
Draft/proofread letters, email correspondences and memorandums for the vice chancellor, as requested
Manage travel arrangements for the Vice Chancellor, departmental staff and official visitors, including pre-authorization and expense reimbursement while adhering to State law and university policies and procedures
Coordinate police authority updates with the Department of Public Safety, the Chancellor’s Office, and the UA System Office
Maintain records necessary for the effective, efficient running of the office
Assist with planning and executing events coordinated by the office
Assist Contract Services with contract intake, scanning, and management of ImageNow database.
Manage the Driver Authorization Database, including but not limited to serving as driver authorization reviewer in Workday; coordinating driver authorizations with Procurement Services, Human Resources, and Motor Pool; and corresponding with departments and employees regarding driver authorizations pursuant to UA System’s Vehicle Safety Program policies and procedures
Follow up consistently and promptly with all relevant UA Little Rock departments to address questions and issues that arise and to maintain efficient operations
Manage SSC fourth floor copiers, including coordination of lease renewals, maintenance requests, paper and supply orders, and meter readings/reports
Coordinate student trip authorizations and camp/extracurricular activity event authorizations, including verification of driver authorization; serve as the delegate signature authority on student trip authorizations
Maintain expert knowledge of student travel insurance, camp insurance, driver authorization and vehicle insurance duties; correspond with and provide guidance to campus constituents
Liaison with the UA System Office on various policy, insurance, driver authorization, and public safety matters, as circumstances require
Maintain university vehicle database in coordination with Facilities Management, Motor Pool, and UA System Office
Coordinate and process department vehicle changes and annual notices, including maintenance of personal use of university vehicles records and transmitting updates to Payroll
Coordinate and process notification to UA System of vehicle changes and insurance coverage.
Maintain and manage the department PCard and CTS travel card, including accurate recordkeeping, transaction verifications, and annual training pursuant to UA Little Rock policies and procedures
Manage departmental inventory, including annual scanning and processing periodic updates
Manage real estate files and databases, including acquisitions, tax matters, exemption requests, payment, and monitoring of tax issues
Manage yearly recurring requisitions for purchase orders and recurring monthly payments, ensuring timely payments
Manage and prioritize incoming correspondence; screen incoming calls, and manage VCFA group email and VCFA fax message program for incoming and outgoing faxes
Regularly assess needs of office (including supplies, repairs, and maintenance needs) and manage the process of procurement, installation and delivery
Log all incoming checks, process and deposit, according to departmental policies and procedures
Manage department mail per university and departmental policies and procedures
Initiate requisitions and manage procurement process through receipt of goods or services
Other duties as assigned.