Executive Assistant to AVP - FCS
Executive Assistant to AVP - FCS
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Current University of Arkansas System employees including student employees and graduate assistants need to log in to Workday via then access Find Jobs from the Workday search bar to view and apply for open positions. Students at University of Arkansas System two-year institutions will also view open positions and apply within Workday by searching for Find Jobs for Students.
All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).
If you close the browser or exit your application prior to submitting the application process will be saved as a draft. You will be able to access and complete the application through My Draft Applications located on your Candidate Home page.
Closing Date:
Type of Position:
Staff - Clerical
Workstudy Position:
Job Type:
Regular
Work Shift:
Sponsorship Available:
Institution Name:
Division of Agriculture of the University of ArkansasThe University of Arkansas System Division of Agriculture is a state wide campus with faculty based on University campuses at Research and Extension Centers and in every Arkansas county. It consists of the Arkansas Agricultural Experiment Station (AES) and the Arkansas Cooperative Extension Service (CES) and is home to more than 1400 employees. The Division was established in 1959 and is headed by the Vice-President for Agriculture. The Division headquarters is located in Little Rock with the rest of the University of Arkansas System Administration. As an employer the University of Arkansas System Division of Agriculture offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance.
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.
If you have a disability and need assistance with the hiring process and require reasonable accommodations please contact the Divisions Office of Program & Employment Compliance at .
For general application assistance or if you have questions about a job posting please contact Human Resources at or .
Department:
Family & Consumer Science * Assistant Vice President
Departments Website:
Summary of Job Duties:
The University of Arkansas System Division of Agriculture Cooperative Extension Service (UADA) is seeking an Executive Assistant to the Assistant Vice President of Family & Consumer Sciences. This position is primarily responsible for providing high-level administrative support to the Assistant Vice President of Family & Consumer Sciences. The Executive Assistant to the AVP FCS will work with an engaging department devoted to improving the lives of individuals families and communities for all Arkansans. The person serving in this position will enjoy using their expert judgment and knowledge to anticipate needs coordinate daily operations and multiple projects access professional development opportunities and have the freedom to grow and achieve their career goals. The position is in Little Rock at the State Extension Office.
Job Duties:
Budget Support
oResponsible for budget tracking and monitoring reviewing expenditures advising of potential budget issues associated with unit M & O indirect budgets grant project budgets and foundation accounts.
oEnsure appropriate documentation of all financial transactions.
oMaintain inventory of unit equipment and data inventory as assigned by CES.
Calendar & Scheduling for AVP - FCS
oManage with input the calendar and schedule for the AVP FCS.
oProtect the AVP FCSs time by blocking off work time as needed.
oCreate Doodle Polls or other means of coordinating scheduling for multiple people.
Confidentiality & Policy Knowledge
oMaintain executive-level highly confidential files and records related to personnel budgets performance salaries correspondence reports and sensitive information.
oMaintain knowledge of appropriate University of Arkansas Division of Agriculture Research and UADA policies rules and procedures.
oInterpret and explain policies programs and services in response to inquiries by internal and external clientele.
oProvide training and technical support regarding organizational policies and operations for FCS administrative specialists faculty and other staff upon request and in collaboration with the AVP - FCS.
Director of First Impressions
oServe as front-line reception for the AVP FCS.
oHandle various administrative tasks including processing mail screening incoming calls greeting visitors and providing written and verbal responses to internal and external inquiries.
oEstablish and maintain daily operating procedures and best administrative practices for FCS including mentoring and professional development support for the administrative support team in FCS.
Leadership Skills
oExhibit leadership qualities to facilitate change or resolve a problem.
oBuild consensus by exhibiting the ability to bring people together to accomplish the task at hand.
oEstablishes and maintains effective working relationships with the administrative team other departments staff agencies and clientele and assists when called upon.
oOther duties as assigned.
Workday and Reports
oPrepare and submit administrative operational documents expense accounts expense reports leave reports mileage and other requests for reimbursements payment and spend authorizations and other reports on request and with guidance.
oPrepare monthly budget reports for M & O grant reports and other reports on request.
oDevelop and maintain databases spreadsheets and other fiscal reporting mechanisms to aid in executive decision-making.
oPlan organize implement and expedite within deadlines special confidential projects requested by the AVP including gathering information reviewing files researching policy and regulations contacting other agencies or institutions analyzing data and preparing reports of findings in a professional and timely manner.
oInitiate hiring workflows for job requisitions and positions that report to the AVP FCS.
oAssist with the hiring process including scheduling interviews contacting applicants and working with screening committees.
oConduct Workday approvals for AVP FCS fund designations including T-card P-Card and other appropriate purchases.
oSchedule motor pool vehicle use for AVP FCS using Fleet Commander or the current platform as appropriate.
Outreach
oWork with the Communications Department and the AVP FCS to maintain and update the FCS internal and external webpage for accuracy regularly.
oWork with the Communications Department and the AVP FCS to produce a quarterly FCS Newsletter for external and internal stakeholders.
Meeting Support
oAssists with all AVP FCS meetings including preparation of meeting materials such as agendas handouts facility and room requests room set-up transportation needs lodging catering and technical support well in advance of each meeting.
oPrepare and disseminate meeting minutes in a timely manner following all meetings.
Qualifications:
Minimum Qualifications
A bachelors degree in business administration or a related area plus four (4) years of related professional work experience OR a High School Diploma or equivalent plus eight (8) years of related professional work experience is required.
Preferred Qualifications
The Certified Administrative Professional (CAP) Certified Executive Assistant or Professional Administrative Certificate or Excellence (PACE) certification is preferred.
Knowledge Skills & Abilities:
Knowledge of staff development & supervision principles.
Knowledge of department operations policies & procedures.
Knowledge of applicable laws & regulations.
Knowledge of computers & Microsoft 365. Knowledge of basic accounting principles.
Knowledge of the principles & practices of mathematics & statistics.
Knowledge of work-related subject areas and platforms including Workday.
Skilled in performing basic quantitative quality assurance reviews.
Skilled in resolving operational problems.
Skilled in researching preparing and presenting comprehensive reports for the AVP FCS.
Ability to research & analyze related work program information.
Ability to develop recommend interpret & apply policies & procedures.
Ability to analyze financial records & prepare reports.
Ability to plan organize & direct the work of others.
Additional Information:
Salary Information:
Required Documents to Apply:
Optional Documents:
Special Instructions to Applicants:
Recruitment Contact Information:
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:
Motor Vehicle Reports CheckThe University of Arkansas System Division of Agriculture 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 orientation or pregnancy. 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.
Constant Physical Activity:
Hearing Manipulate items with fingers including keyboarding Talking
Frequent Physical Activity:
N/A
Occasional Physical Activity:
N/A
Benefits Eligible:
YesRequired Experience:
Exec
Employment Type
Full-Time
