Institutional Assistant

University of Arkansas System•Little Rock, AR

1d•Onsite

About The Position

The Institutional Assistant enhances the effectiveness of the college by providing personnel oversight and support as well as general office management. The Institutional Assistant reports directly to the Dean and is responsible for college activities related to the implementation and management of Workday and Watermark Products (Activity Insight and Workflow) as well as all other personnel processes, systems, and documentation. This position is governed by state and federal laws, and agency/institution policy.

Requirements

Bachelor’s degree with two (2) years of experience in higher education.
Excellent written and oral communication skills, presentation and organization skill, and a customer service orientation;
Ability to work in a team environment;
Strong database skills;
Strong customer service abilities;
Ability to manipulate data in a spreadsheet.

Responsibilities

Liaise with Deans, Directors, and Chairs on the hiring process for the college and departments including hands-on management through the HR system, and advising on workflow in the system;
Coordinate promotion and tenure processes; provide communication to college units regarding processes; maintain roster of faculty promotion and tenure;
Coordinate annual review processes; provide communication to college units regarding processes; coordinate documentation between units;
Coordinate with Associate Deans on employee HR files, including collaborating on the managing college’s Activity Insight/Workflow (Watermark) or other HR software) personnel management software;
Ensure implementation of all processes to Workday (or other HR/finance software) as modules become available;
Manage building issues by coordinating repairs and maintenance with Facilities Management
Manage room reservations for all college rooms;
Maintain database for the schools and departments as appropriate;
Communicate with Associate/Assistant Deans, Department Chairs, Directors, as well as officers outside of the College on college issues, requests, and concerns;
Assimilate and distribute information to the college departments and faculty in support of the Director of Communications or Deans; Support Director of Communications in essential college communication activities.
Assist with preparing and distributing agendas and take detailed minutes for Executive Council Meetings, advisory boards, and other meetings as directed by the Dean;
Assist with preparing and producing college newsletters and annual reports;
Provide logistical support for college events and meetings;
Maintain and purchase supplies in support of the Finance team;
Other duties as assigned.