Executive Assistant to the Chancellor

Job Type:

Institution Name:

The University of Arkansas at Little Rock is a metropolitan research university that provides an accessible quality education through flexible learning and unparalleled internship opportunities. At UA Little Rock we prepare our more than 8900 students to be innovators and responsible leaders in their fields. Committed to its metropolitan research university mission UA Little Rock is a driving force in Little Rocks thriving cultural community and a major component of the city and states growing profile as a regional leader in research technology transfer economic development and job creation.

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Department:

Summary of Job Duties:

Qualifications:

Required Education and/or Experience

• Bachelors degree;
• Minimum of five years of current and increasingly responsible administrative experience.

Preferred Education and/or Experience

• Executivelevel administrative support experience in higher education;
• Familiarity with Workday.

Job Duties and Responsibilities

Chancellor Support

• Manage the Chancellors calendar and proactively advise the Chancellor of appointments meetings and deadlines;
• Support the Chief of Staff in preparing the Chancellor for both internal and external meetings confirming all relevant details and preparing meeting files in advance with all pertinent information;
• Maintain Chancellors Office calendars and review University calendars to proactively advise Chancellor of upcoming events items or activities of note;
• Monitor Chancellors email and notify Chancellor of items in need of attention;
• Prepare documents for Chancellors review/signature;
• Serve as Chancellors Office liaison with UA System Office and coordinate submission of Board of Trustees agenda items;
• Organize and maintain the library of the Chancellors remarks reports and other official documents.

Office Management and Event Coordination

• Develop and maintain internal contacts as needed to support the work of the Chancellors Office;
• Work with Operations Coordinator to develop systems and processes to efficiently manage Chancellors Office needs including supplies equipment repairs premiums phone coverage and group events;
• Oversee an organized complete filing system (paper electronic email) and document key details in the project management platform;
• Provide secondlevel screening and prioritization of postal mail and phone calls;
• Provide secondlevel support for student complaint calls and unexpected visits to the Chancellors Office directing constituents to appropriate sources of help;
• Coordinate arrangements of Board of Visitors meetings including setup material preparation and catering orders;
• Support the Chief of Staff in Commencement planning including arrangements for the platform party and catering services;
• Support the Chief of Staff in the planning of all highlevel events hosted by the Chancellor including Board of Trustees meetings on the UA Little Rock campus.

Maintenance Budget Oversight Travel and Personnel Actions

• Monitor Chancellors Office operating budget in Workday and produce reports as requested;
• Supervise all purchasing actions for the Chancellors Office;
• Process payments in the absence of the Operations Coordinator;
• Prepare all travel arrangements for the Chancellors Office and guests of state hosted by the Chancellor;
• Handle travelrelated documentation in Workday process CTS purchases reconcile and report as required;
• Initiate personnel actions in Workday for Chancellors Office including payments and onboarding;
• Serve as job search manager as needed;

Knowledge Skills and Abilities

• Minimum of five years of professional work experience in a similar role
• Excellent communication skills (written and verbal)
• Outstanding organizational and problemsolving skills Ingenuity a plus
• Ability to work in a fastmoving environment; flexible and adaptable to change
• Deliver accuracy with strong attention to detail
• Demonstrated ability to maintain a high level of confidentiality and handle highlysensitive information
• Proactive and energetic with a positive attitude sense of humor and an interest to learn more
• Advanced technical proficiency in Microsoft Office systems including Word Excel PowerPoint and Outlook
• Aptitude for learning new programs systems and processes
• A strong team player who interacts comfortably with individuals at all levels of an organization
• Familiarity with university enterprise resource planning (ERP) software systems especially for personnel purchasing and budgetrelated processes

Additional Information:

Special Instructions to Applicants:

The University of Arkansas at Little Rock is committed to providing a safe campus community. We conduct background checks for applicants being considered for employment. Background checks include a criminal background check and a sex offender registry check. For certain positions there may also be a financial (credit) background check a Motor Vehicle Registry MVR check and/or drug screening. Required checks are identified in the position listing. A criminal conviction or arrest pending adjudication or adverse financial history information alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background check information will be used in a confidential nondiscriminatory manner consistent with state and federal law.

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: