Executive Assistant I

University of Arkansas for Medical Sciences•Little Rock, AR

About The Position

The Executive Assistant I for the UAMS Department of Epidemiology in the Fay W. Boozman College of Public Health provides high-level administrative support to the Department Chairperson, 14+ full-time faculty members, and helps with students enrolled in the Master's and Doctoral programs. This position manages and coordinates daily operations for the Department and is responsible for maintaining office efficiency, as well as implementing office systems and procedures. The Executive Assistant I may also supervise and/or coordinate the work of other office assistants. Proficiency with MS Office Suite and Workday is also required. If you’re organized, proactive, and eager to contribute to the success of a dynamic academic department, we encourage you to apply and join our team at UAMS! A high level of professionalism, the ability to work under pressure, prioritize tasks, and meet deadlines, along with being highly self-motivated, are essential qualities for success in this role.

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.
Experience providing administrative support to an academic/research/clinical/programmatic unit or administrative office, including 1 year in a leadership or supervisory role.
Excellent computer skills, including proficiency in the Microsoft Office suite (Word, Excel, PowerPoint, etc.).
Working knowledge of Workday.
Knowledge of UAMS/State business process (e.g., travel and purchasing).
Excellent interpersonal and communication skills.
Excellent organizational and time-management skills.
Excellent written and verbal skills.
High level of professionalism; ability to work under pressure, prioritize tasks, and meet deadlines; highly self-motivated.

Nice To Haves

Experience providing high-level administrative support to an academic/research/clinical/programmatic unit or administrative office, including 2 years in a leadership or supervisory role.
Excellent knowledge of Workday.

Responsibilities

Serves as lead support for the Department by directly supporting the Department Chair, maintains calendars, schedules appointments, coordinates meetings, and special events of various sizes and levels of complexity. Coordinates and processes travel.
Schedules, coordinates, and implements Department projects, meetings, and events to meet overall department and program goals, objectives, and deadlines. Coordinates and processes travel for departmental faculty, staff, and official guests with the UAMS Travel Office.
Maintains full responsibility for processing payments and reconciliation of the departmental Travel and P-card accounts, processes reimbursement for faculty, staff, and official guest travel, and prepares itineraries for visitors. Maintains copies of faculty curriculum vitae and biographical sketches for department files. Provides general departmental orientation for new faculty. Set up miscellaneous payees and process miscellaneous payments for various staff, trainees, and students.
Serves as the primary point of contact and liaison for the Department. Welcomes department visitors and students and facilitates visits for visiting faculty and guests. Answers phones, responds to office inquiries, and provides information regarding policies and procedures as needed. Assists with and coordinates photocopying and processing of incoming mail researches information to resolve problems or issues related to department operations. Initiates requests for personnel transactions, including requests for new hires, concurrent employment coordinates, and processes travel for departmental students and trainees with the UAMS Travel Office, maintains full responsibility for processing payments and reconciliation of the departmental Travel and P-card accounts, and processes reimbursement for students and trainees.
Schedules, organizes, sends out reminders for, and coordinates the classroom space for faculty meetings, takes minutes, and prepares them for review and archiving. Provides support for academic programs when other department staff are unavailable.
Orders supplies, maintains inventories of all assets, requests services and equipment maintenance and repairs, manages and processes equipment leases, and software updates. Responsible for all aspects of purchasing for the department, including faculty-operated laboratories. Creates and/or maintains department financial records, monitors expenditures and accuracy of transactions, and provides status reports on departmental accounts as required, using Workday reports and internal records.
Works with the Department Chair to address workspace and resource issues and collaborates with the Department Chair and the COPH Dean’s office administrative staff regarding space allocation, financial policies, and processes.
Performs other duties as assigned.