Executive Assistant I

University of Arkansas System•Little Rock, AR

5d•Onsite

About The Position

The Executive Assistant I within the College of Health Professions reports directly to the Chair/Program Director and assumes responsibility for various duties aimed at supporting the efficient functioning of assigned programs or departments. These responsibilities include: Provides administrative support for student recruitment and admissions. Preparation and processing of contracts and affiliation agreements. Maintains office equipment and assists with inventory of office, educational and clinical supplies. Prepares and processes work orders for physical plant, telecommunications, and creative services. Acts as programs or departments point of contact for communication, scheduling, and reporting. This role operates within a collaborative team environment and receives assignments from the Chair/Program Director based on program or departmental needs. The College of Health Professions (CHP) serves the state of Arkansas as the primary arm of the University of Arkansas in offering programs that provide education, service, and research in the allied health professions. The CHP mission is achieved through the varied offerings of its departments. The College, the only one of its kind at an academic health science center in Arkansas, has as its main role the education of allied health professionals to serve in the health care delivery system in the state. The specific educational programs currently offered within the College of Health Professions are provided by ten academic departments. They include: Audiology and Speech Pathology; Dental Hygiene; Dietetics and Nutrition; Genetic Counseling; Imaging and Radiation Sciences (Diagnostic Medical Sonography, Nuclear Medicine Imaging Sciences, Radiologic Imaging Sciences); Laboratory Sciences (Cytotechnology, Medical Laboratory Sciences); Occupational Therapy; Physical Therapy; Physician Assistant Studies; and Respiratory Care. The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.

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
Must be detailed oriented, self-directed, motivated, team-oriented, have ability to multi-task, possess strong organizational skills, problem-solving skills, time management, excellent written and oral communication and interpersonal skills.
Must be proficient with Microsoft Office programs, including Outlook, Word, SharePoint, Forms and Excel. Must have good communication skills.
Persons must have proof of legal authority to work in the United States on the first day of employment.

Nice To Haves

Three (3) years of executive office experience.
Experience using Workday.

Responsibilities

Serve as the department’s primary contact for vendors, faculty, students, and internal and external stakeholders.
Manage department email, phone calls, correspondence, and memoranda.
Coordinate and attend department meetings, prepare agendas, and distribute meeting materials.
Reserve classrooms and maintain course schedules in Workday Student.
Coordinate special events and student activities, including facilities, meals, and other arrangements.
Coordinate travel and procurement requests with the Dean’s Office, including quotes, invoices, and required forms.
Collect and deposit funds according to UAMS/CHP Cash Handling Procedures.
Maintain office equipment and office, educational, and clinical supplies; serve as the department’s property inventory contact.
Conduct facilities rounding and submit work orders for maintenance, telecommunications, and creative services.
Provide administrative support to the Chair/Program Director.
Maintain syllabi, course evaluations, and faculty workload records on the college’s SharePoint site.
Prepare and submit adjunct faculty documentation by semester deadlines.
Process and track affiliation agreements through completion.
Assist with research and scholarly activity administration, including semiannual reporting.
Support clinic operations and proctor exams.
Support student recruitment and complete related assignments in Workday Student.
Coordinate admissions activities with the Chair/Program Director and faculty, including applicant inquiries and interview scheduling.
Prepare admission and acknowledgment letters and applicant packets.
Maintain materials for recruitment trips and provide general student support.
Protect the confidentiality of applicant and student information.
Perform other duties as assigned.