Executive Assistant I

University of Arkansas for Medical Sciences • Little Rock, AR

2d • Onsite

About The Position

The Executive Assistant I provides high level administrative support to the Associate Dean/Director, faculty and staff working in the Offices of Admissions & Alumni and Professional Development and Program Evaluation. Manages and coordinates daily operations for the Offices. Responsible for maintaining office efficiency and implementing office systems and procedures. Supports Recruitment and Admissions staff in the work processes of increasing student enrollment.

Requirements

• Bachelor's degree plus two (2) years of administrative or related experience or High School diploma/GED, plus six (6) years of administrative or related experience required.
• Proficient in Microsoft Office applications: Word, Excel, Outlook and PowerPoint.
• Detail-oriented
• Excellent verbal and written communication skills demonstrating high levels of emotional intelligence.
• Excellent writing, editing, and spelling skills.
• Persons must have proof of legal authority to work in the United States on the first day of employment.

Nice To Haves

• Bachelor's degree in public health, adult learning & education, business, accounting, or related field plus (3) years of experience working in an administrative role.
• Proficient in Workday – Student and Financial module
• Proficient in Adobe Creative Suite, Canva, web design and communications.

Responsibilities

• Maintains calendars, schedules appointments, coordinates meetings and special events of various sizes and levels of complexity (examples include: commencement, new student orientation and onboarding each semester, public health week activities, and preview days) including conference room set-up for meetings and classes as needed.
• Coordinates travel arrangements for faculty, staff and official guests.
• Prepare itineraries for visitors.
• Prepares, compiles, produces, edits and distributes correspondence and reports.
• Answers phones, Office emails and responds to inquiries, providing information regarding policies and procedures as needed.
• Greets Office visitors, trainees, students and facilitates visits.
• Research information to resolve problems or issues related to Office operations.
• Performs general office management functions such as photocopying, ordering supplies, maintaining inventories of assets, publications and materials, requesting services and equipment maintenance and repairs, managing equipment leases, and software.
• Responsible for completing purchasing requisitions and processing travel transactions.
• Coordinates travel documents with the UAMS Travel Office, and coordinates travel reimbursements.
• Creates and/or maintains Office financial records and monitors expenditures and accuracy of transactions.
• Provides status reports on financial accounts as required, using Workday reports and internal records.
• Addresses workspace and resource issues and collaborates with the COPH Business Office on administrative and financial policies and processes.
• Manages and develops materials, resources and activities to support the Office faculty, staff and trainers and Office programs and projects.
• Produces documents, graphs, charts, tables, spreadsheets and complex numeric figures using Microsoft WORD, Excel, and PowerPoint software.
• Assists in the development of materials for training, brochures, certificates, etc. and for the Offices websites.
• Performs other duties and projects as assigned.

Benefits

• Health: Medical, Dental and Vision plans available for qualifying staff and family
• Holiday, Vacation and Sick Leave
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree