Administrative Specialist III - English, Rhetoric and Writing, and Media Communication

Job Details

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Closing Date:

Type of Position: Clerical

Workstudy Position: No

Job Type: Regular

Work Shift: Day Shift (United States of America)

Sponsorship Available: No

Institution Name: University of Arkansas at Fort Smith

The University of Arkansas - Fort Smith is a dynamic, mid-sized public university that’s redefining higher education. We’re on a mission to provide transformative, hands-on learning experiences for students of all backgrounds and aspirations. Our multi-faceted approach to education offers a wealth of opportunities, with over 70 academic programs, including certificates, associate, bachelor’s, and master’s degrees. We’re committed to building a diverse community that mirrors Arkansas’s rich tapestry, reflecting our dedication to serving the state’s varied population while enhancing the quality of our institution.

As an employer, the University of Arkansas offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. The benefits package includes university contributions to health, dental, life, and disability insurance, tuition waivers for employees and their families, 12 official holidays, immediate leave accrual, and a choice of retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

Fort Smith, Arkansas

Nestled along the Arkansas River, this vibrant city offers a perfect blend of history, culture, and natural beauty. Immerse yourself in the rich heritage of the Old West at the Fort Smith National Historic Site, explore the eclectic local art scene, or take a scenic stroll along the picturesque riverfront trails. With a welcoming community, diverse dining options, and a thriving downtown, Fort Smith is the ideal destination for history enthusiasts and those seeking modern amenities.

Thank you for your interest in joining our university. Below you will find details for the position including any supplementary documentation and/or questions you should review before submitting your application. For general application assistance or if you have questions about a job posting, please contact Human Resources at (479) 788-7080.

If you have a disability and need assistance with the hiring process please contact Human Resources at 479-788-7080. Applicants are required to submit a request for each position to which they have applied.

Department: English, Rhetoric and Writing, and Media Communication

Department's Website:

Summary of Job Duties: Manage the daily operations of the Department of English, Rhetoric and Writing, and Media Communication by providing specific and general administrative and clerical support. Additionally, this position works to enhance and maximize the efficiency and effectiveness of the English, Rhetoric and Writing, and Media Communication programs by assisting with department events. The position reports to Department Chair of English, Rhetoric and Writing, and Media Communication.

Qualifications:

Required Education and/or Work Experience: Minimum qualifications include a high school diploma or equivalent; plus one year of specialized training and/or experience in a related clerical field. Other job-related education and/or experience may be substituted for part of these requirements.

Preferred Education and/or Work Experience: Associate degree or higher in office administration or English, communication, and/or experience in a related field is preferred.

Summary of Job Duties:

The Administrative Specialist III will serve as administrative support for the department chair and faculty, answers phones, and assist visitors and students. Primary duties include:

50% Administrative support – Department of English, Rhetoric and Writing, and Media Communication

• Enter Period Activity Pay and extra compensation for full time faculty and adjunct faculty
• Enter course schedule information into Workday
• Prepare textbook orders and arrange desk copies and other book adoptions matters as assigned
• Prepare and process requisitions and other financial documents, such as request to pay forms
• Perform miscellaneous clerical and administrative support tasks to assist the department chair such as taking minutes in department meetings and sending out departmental memos and reminders, including collecting department syllabi and office hours.
• Assist the department chair in maintaining, tracking, and reporting on the departmental budget
• Maintain records, including adjunct instructor information
• Proofreads spelling, grammar, and layout of public relations, internship advertising, course advertising, and promotion material
• Manages student workers
• Coordinates meeting rooms on campus for department meetings, trainings, and other functions
• Assist with department events and recruitment events
• Attend training on various aspects of the job, such as using the university travel software, when requested
• Maintain knowledge of current college and university policies and procedures

50% General clerical support:

• Serve as a contact for students who are trying to locate classes or their professors’ offices by phone and/or posting signs on classrooms & offices when faculty are out
• Prepare supply orders and purchase supplies
• Maintain office equipment and supplies
• Purchase other equipment approved by the department chair and/or dean
• Performs basic reception and clerical duties including answering phones, greeting, directing and providing general information for employees, parents, and students.
• Enter requests to update, fix, or maintain departmental facilities or in support of faculty office moves
• Conduct annual inventory of equipment

Other Job Duties and Responsibilities:

• This description is not designed to cover a comprehensive listing of activities, duties and responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
• Other duties as assigned.

Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork and by providing leadership to subordinates. Requires consistent on-time attendance.

Knowledge, Skills, and Abilities: To perform the job successfully, the following competencies are required for the essential functions of this position:

• Ability to communicate effectively with students, faculty, and staff.
• Experience with Excel/Google Sheets, word processing programs, Adobe Acrobat, and Canva.
• Ability to learn new tasks quickly and to seek appropriate help and training when confronted with new tasks.
• Strong phone etiquette skills.
• Ability to handle confidential material with absolute discretion.
• Ability to function successfully within a complex and potentially stressful environment, while maintaining accuracy and attention to detail.
• Professional demeanor.
• Ability to edit for grammar, correctness, style, and audience.
• Knowledge of general office procedures.
• Ability to operate standard office equipment.
• Ability to multitask, prioritize, and be proactive.
• Ability to work effectively in a team environment.

Additional Information:

Working Relationships: This position interacts closely with the department chair for English, Rhetoric and Writing, and Media Communication, faculty from the department, and one student worker. This position also interacts with other administrative specialists across the college.

List Employees Supervised: None.

Special Job Dimensions: Work performed primarily in an office setting. While performing the duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee frequently sits for extended periods of time, and occasionally stands and walks. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee regularly talks and hears. Employee occasionally lifts items up to 50 pounds. Routine work schedule Monday through Friday, 8:00am to 5:00pm with occasional overtime and travel required

Background Check Requirements. Criminal Background Check and Motor Vehicle Registry (MVR) Check.

This job description is not designed to contain a comprehensive listing of activities, duties, and/or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Salary Information:

$31,315

Required Documents to Apply:

Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume, Unofficial/Official Transcript(s)

Optional Documents:

Special Instructions to Applicants:

Recruitment Contact Information:

HR
479-788-7080

All application materials must be uploaded to the University of Arkansas System Career Site <https://uasys.wd5.myworkdayjobs.com/UASYS>

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:

This position may be subject to a pre-employment criminal background check, sex offender registry check, financial history background check, and/or drug screening. A criminal conviction or arrest pending adjudication and/or adverse financial history alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background checks and drug screening information will be used in a confidential, non-discriminatory manner consistent with 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.

Benefits Eligible: Yes