Executive Assistant III
Executive Assistant III
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1 Vacancy
Job Description
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Closing Date:
Type of Position:
Professional Staff Operations
Job Type:
Regular
Work Shift:
Sponsorship Available:
Institution Name:
University of Arkansas for Medical Sciences
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.
UAMS offers amazing benefits and perks available for benefits eligible positions only:
- Health: Medical Dental and Vision plans available for qualifying staff and family
- Holiday Vacation and Sick Leave
- Education discount for staff and dependents (undergraduate only)
- Retirement: Up to 10 matched contribution from UAMS
- Basic Life Insurance up to $50000
- Career Training and Educational Opportunities
- Merchant Discounts
- Concierge prescription delivery on the main campus when using UAMS pharmacy
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 theApply link/button.
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. Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX which prohibits discrimination on the basis of sex may be sent to the Universitys 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.
For general application assistance or if you have questions about a job posting please contact Human Resources at .
Department:
COM Administration Staff
Departments Website:
Summary of Job Duties:
The Executive Assistant III will provide a high level of administrative support for the Associate Dean of Finance and Administration for the College of Medicine (COM) and serve as backup support to the Dean College of Medicine. This role manages daytoday inquiries and office operations for the Deans office. This individual will be highly organized able to multitask in hightraffic areas and will be responsible for triaging email written telephone and inperson communications seeking the input and guidance of the Associate Dean as indicated. The Executive Assistant III will research and prepare special reports coordinate departmental meetings prepare meeting agendas and take minutes tracking action items to completion. This position must be detailoriented and have excellent writing editing and spelling skills to assist with correspondence and drafting communications.
Qualifications:
Bachelors degree plus four 4 years of professionallevel administrative experience in a progressively more responsible position or
High School diploma/GED plus eight 8 years of professionallevel administrative experience in a progressively more responsible position.
Knowledge Skills & Abilities:
Must have excellent verbal and written communication skills demonstrating high levels of emotional intelligence.
Must also be proficient in Microsoft Office Word Excel and PowerPoint.
Preference is given to the applicant with cuttingedge skills utilizing organizational software such as OneNote and Adobe Suite database development and management skills Workday experience and professional caliber social media communications and experience with SharePoint.
Additional Information:
Responsibilities:
Tracks and maintains calendar for Associate Dean of Finance and Administration Executive Associate Dean for Clinical Affairs Executive Associate Dean Associate Dean (Analytics & Strategy) and Associate Dean for Faculty Affairs including coordinating scheduling of complex meetings and includes providing reminders regarding schedule and appointments.
Anticipates needs and proactively brings together appropriate people and other resources to support the Deans office in addressing issues and coordinating activities.
Responsible for travel arrangements and itineraries for the Deans office as well as managing travel and itineraries for visiting faculty e.g. physician recruits visiting professors etc.
Attends ongoing training for procurement travel and Foundation classes to keep abreast of all new rules or directives from these departments and ensure the COM Deans office is up to date and in compliance with UAMS policies.
Prepares agendas executive summaries and other appropriate needs for meetings and presentations.
Handles confidential information that could have an immediate negative impact on campus operations performance or value if shared beyond its intended audience.
Assists the Deans office Faculty and outside organizations as needed.
Acts as a liaison to other programs departments or agencies providing guidance and necessary correspondence.
Organizes edits and develops program/presentation materials and detailed handout materials and maintains intricate tracking of projects assignments and due dates for events and projects for the office.
Answers departmental phone distributes departmental mail maintains the department conference room calendar and office supply inventory assists visitors and resolves problems.
Fields calls and visitors triaging appropriately and relaying messages to the Associate Dean. Some have financial responsibilities and serve as backup for other support staff positions.
Assists with other duties and/or special projects supporting the overall mission as assigned.
Coordinates office activities and operations to secure efficiency and compliance with all UAMS policies.
Oversees and problemsolves issues with the COM Deans office suite including ancillary departments.
Serves as backup for Executive Assistant to the Dean for all administrative and executive needs.
May perform other duties as assigned.
Salary Information:
Required Documents to Apply:
Optional Documents:
Special Instructions to Applicants:
Recruitment Contact Information:
Please contact for any recruiting relatedquestions.
All application materials must be uploaded to the University of Arkansas System Career Site
Please do not send to listed recruitment contact.
Preemployment Screening Requirements:
Criminal Background Check
This position is subject to preemployment screening (criminal background drug testing and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity. The information obtained in these reports will be used in a confidential nondiscriminatory manner consistent with state and federal law.
Constant Physical Activity:
Hearing
Frequent Physical Activity:
Manipulate items with fingers including keyboarding Repetitive Motion Sitting Talking
Occasional Physical Activity:
Standing Walking
Benefits Eligible:
YesEmployment Type
Full-Time
