New

Executive Assistant to the Chancellor

University of Arkansas
United States, Arkansas, Little Rock
2801 South University Avenue (Show on map)
Apr 04, 2025
Current University of Arkansas System employees, including student employees and graduate assistants, need to log in to Workday via MyApps.Microsoft.com, 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:Researchers Workstudy Position: No Job Type:Regular Work Shift: Day Shift (United States of America) Sponsorship Available: No Institution Name: University of Arkansas at Little Rock 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 8,900 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 Rock's thriving cultural community and a major component of the city and state's growing profile as a regional leader in research, technology transfer, economic development, and job creation. 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 please contact Human Resources at 501-916-3180. For general application assistance or if you have questions about a job posting, please contact Human Resources at 501-916-3180. Department:Chancellor's Office/Operations Department's Website: Summary of Job Duties:The Executive Assistant to the Chancellor is responsible for enhancing the Chancellor's effectiveness by providing comprehensive administrative support. The position is also responsible for the administrative operations of the Chancellor's Office. The Executive Assistant is expected to be proactive in anticipating and adapting to the needs of a highly dynamic senior executive position and also experienced in supporting senior-level executives. The Executive Assistant must handle a wide range of administrative tasks, work independently as required, maintain confidentiality, and exercise independent judgment. Writing skills are essential, including proofreading. The candidate must have the ability to work well in a dynamic, fast-paced organization and manage multiple tasks and competing priorities, often under pressure, with accuracy, flexibility, and attention to detail. The Executive Assistant to the Chancellor must have the ability to work as part of a team with other members of the Chancellor's Office. This position has frequent contact with top university officials, elected officials, business and community leaders, as well as alumni, faculty, staff, and students. The Executive Assistant will be accountable for delivering excellent customer service to all individuals who have contact with the Chancellor's Office. Qualifications: Required Education and/or Experience Bachelor's degree; Minimum of five years of current and increasingly responsible administrative experience. Preferred Education and/or Experience Executive-level administrative support experience in higher education; Familiarity with Workday. Job Duties and Responsibilities Chancellor Support Manage the Chancellor's 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 Chancellor's Office calendars and review University calendars to proactively advise Chancellor of upcoming events, items, or activities of note; Monitor Chancellor's email and notify Chancellor of items in need of attention; Prepare documents for Chancellor's review/signature; Serve as Chancellor's Office liaison with UA System Office and coordinate submission of Board of Trustees agenda items; Organize and maintain the library of the Chancellor's remarks, reports, and other official documents. Office Management and Event Coordination Develop and maintain internal contacts as needed to support the work of the Chancellor's Office; Work with Operations Coordinator to develop systems and processes to efficiently manage Chancellor's 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 second-level screening and prioritization of postal mail and phone calls; Provide second-level support for student complaint calls and unexpected visits to the Chancellor's 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 high-level events hosted by the Chancellor, including Board of Trustees meetings on the UA Little Rock campus. Maintenance Budget Oversight, Travel, and Personnel Actions Monitor Chancellor's Office operating budget in Workday and produce reports as requested; Supervise all purchasing actions for the Chancellor's Office; Process payments in the absence of the Operations Coordinator; Prepare all travel arrangements for the Chancellor's Office and guests of state hosted by the Chancellor; Handle travel-related documentation in Workday, process CTS purchases, reconcile, and report as required; Initiate personnel actions in Workday for Chancellor's 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 problem-solving skills, Ingenuity a plus Ability to work in a fast-moving environment; flexible and adaptable to change Deliver accuracy with strong attention to detail Demonstrated ability to maintain a high level of confidentiality and handle highly-sensitive 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 budget-related processes Additional Information: Salary Information: $60,000 Required Documents to Apply: Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume Optional Documents: Special Instructions to Applicants: Recruitment Contact Information: Alicia Dorn, Chief of Staff, 501-916-5701 All application materials must be uploaded to the University of Arkansas System Career Sitehttps://uasys.wd5.myworkdayjobs.com/UASYS Please do not send to listed recruitment contact. Pre-employment Screening Requirements:Criminal Background Check, Financial Credit Check, Sex Offender Registry 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, 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. 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 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:N/A Frequent Physical Activity:Manipulate items with fingers, including keyboarding, Sitting, Talking Occasional Physical Activity:N/A Benefits Eligible:Yes