Associate for Administration

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Closing Date: Type of Position: Professional Staff - Project/Program Administration Workstudy Position: No Job Type: Regular Work Shift: Sponsorship Available: No Institution Name: University of Arkansas at Pine Bluff The University of Arkansas at Pine Bluff is an 1890 Land-Grant HBCU with a diverse student population, competitive degree offerings and stellar faculty. For more than 140 years, the University of Arkansas at Pine Bluff has worked to create an environment that inculcates learning, growth and productivity while affording a basic need to its students – a chance to advance. The 15:1 student to teacher ratio makes it possible to maintain a learning environment with close interaction between students and faculty while challenging curricula encourage our students to seek and fulfill their potential. You can excel in your chosen field of study through a curriculum of Certificate and Associates degree programs, more than thirty Undergraduate programs, Master’s degree programs and a Doctorate program in Aquaculture/Fisheries. You can also develop workplace readiness through internships, co-ops and fellowships in the U.S. and abroad. Out-of-class experiences and student involvement include more than 90 student organizations, an internationally renowned Vesper Choir, Marching Band, Concert Bands, Wind Symphony, nationally recognized debate team, award-winning theater department and accomplished athletic program. Though the main campus is in Pine Bluff, its reach is worldwide. UAPB has an extended campus in North Little Rock and offers as well as online courses. With the addition of the Arkansas Research and Education Optical Network (ARE-ON), students can engage in information exchange with others anywhere in the world. There are also Research and Extension offices in Lonoke, Newport and Lake Village and collaborations with other colleges and universities in the State through the National Science Foundation funded STEM (Science, Technology, Engineering and Mathematics) Academy. As the second oldest land-grant institution in the state of Arkansas, the mission of this No Excuse University remains the same – to provide a high quality, affordable education with a personal touch. We invite you to Become a Part of the Pride at the University of Arkansas at Pine Bluff. Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button. If you have a disability and need assistance with the hiring process and require reasonable accommodations, please contact Human Resources at 870.575.8400 . Department: COS | Chief of Staff Department's Website: Summary of Job Duties: The Office of the Chancellor is seeking a highly organized, dynamic, and team-oriented candidate for the position of **Associate for Administration**. The successful candidate will provide comprehensive administrative support to the Office of the Chancellor and will be responsible for performing a full range of confidential administrative and support activities. Responsibilities include welcoming and assisting guests, answering and directing telephone calls, managing incoming and outgoing email correspondence, and receiving, sorting, logging, and distributing daily incoming mail and deliveries. Qualifications: Minimum Qualifications: 1. Bachelor’s degree 2. Strong background in customer service, in person and by phone. 3. Demonstrated reliability. 4. Five years of clerical, secretarial, administrative support experience 5. Demonstrated word-processing and computer training and expertise in MS Office, including Excel spreadsheets, Word, Outlook, PowerPoint, as well as Outlook and web applications 6. Exceptional organizational skills and an ability to resolve routine office problems professionally, efficiently, effectively, and independently. 7. Strong written and oral communication skills with the ability to interact effectively with internal and external constituents 8. Strong interpersonal skills and work ethic 9. Ability to work under tight deadlines, manage multiple assignments efficiently, and effectively work independently with minimum supervision 10. Highest levels of discretion, diplomacy, flexibility, collegiality, and care in dealing with complex and sensitive governance matters and engaging effectively with board members and senior university officers, public officials, and the general public Preferred Qualifications 5 years of administrative experience in higher education. Essential Duties: 1. Provide a professional, helpful, welcoming atmosphere and a positive attitude for faculty, staff, students, families, callers, and visitors of the Office of the Chancellor. 2. Provide coverage for the front desk including on behalf of the staff. 3. Assists in the development of information needed for calendar events for the Chancellor’s calendar. 4. Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff, and the various publics served by the University and in handling administrative records, files, and similar confidential items. 5. Receive, sort, log, and distribute daily incoming mail and deliveries. 6. Arranges efficient and cost-effective official travel for the Chancellor and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers. 7. Coordinate staff recognition materials and events; coordinate receptions and social functions, and meetings for the Chancellor with the Vice-Chancellors and other staff. 8. Responds to concerns and complaints from employees, students, and the public; discusses with the Chief of Staff or Chancellor as necessary, and implements timely solutions as appropriate. 9. Prepares a variety of materials as requested and which may be sensitive, privileged, and highly confidential, either independently or as directed. 10. Assists in performing routine office tasks and may act as a back-up to the chancellor’s office staff in work overloads and their absence, as needed, or requested. 11. Facilitates the work of the Office of the Chancellor by distributing and keeping accurate records of documents requiring the Chancellor’s signature. 12. Serves as a liaison between the department and other University offices 13. Order, receive, and maintain office supplies; anticipate supply needs and ensure that supplies will be available. 14. May represent the Chancellor or Chief of Staff to other University offices, the public outside, the public or outside agencies in administrative matters; 15. Performs other duties as assigned. Additional Information: Salary Information: Commensurate with education and experience. Required Documents to Apply: Cover Letter/Letter of Application, List of five Professional References (name, email, business title), Resume Optional Documents: Special Instructions to Applicants (Please upload all required documents in the "Resume" attachment section of your application to be considered for this position) : Recruitment Contact Information: Sharron Williams Employment Manager All application materials must be uploaded to the University of Arkansas System Career Site Please do not send to listed recruitment contact. Pre-employment Screening Requirements: The University of Arkansas at Pine Bluff may conduct pre-employment background checks on certain positions for applicants being considered for employment. The background checks may include a criminal background check and a sex offender registry check. Required checks are identified in the position listing. A criminal background check or arrest pending adjudication information alone shall not disqualify an applicant in the absences of a relationship to the requirements of the position. Background check information will be used in a consistent, non-discriminatory manner consistent with the state and federal law. The University of Arkansas is an equal opportunity institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of any category or status protected by law, including age, race, color, national origin, disability, religion, protected veteran status, military service, genetic information, sex, sexual preference, or pregnancy. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University’s Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights. Persons must have proof of legal authority to work in the United States on the first day of employment. All application information is subject to public disclosure under the Arkansas Freedom of Information Act. Constant Physical Activity: Frequent Physical Activity: Occasional Physical Activity: Benefits Eligible: Yes