Executive Assistant III

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Closing Date:

12/09/2024

Type of Position:

Professional Staff - Operations

Job Type:

RegularNo

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 $50,000
• 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 the Apply link/button.

The University of Arkansas is an equal opportunity, affirmative action institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). 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.

At UAMS we value Diversity, Equity and Inclusion.
 

For general application assistance or if you have questions about a job posting, please contact Human Resources at askrecruitment@uams.edu.

Department:

COM | PSY Psychiatry

Department's Website:

Summary of Job Duties:

The Executive Assistant III supports the Dept. of Psychiatry’s Chair, Executive Director, and Behavioral Health Service Line Director by managing schedules, coordinating travel, and organizing meetings. This position involves preparing documents, presentations, and spreadsheets, maintaining files, and assisting with faculty recruitment, appointment letters, and evaluations. Responsibilities include organizing events like Grand Rounds, faculty retreats, and community talks, as well as facilitating Advisory Board meetings and special initiatives. The position requires strong communication, organizational, and customer service skills, as well as strict confidentiality regarding all Executive Team activities. Additionally, the Executive Assistant II involves liaising with community partners and providing procurement and reimbursement support.

Qualifications:

Bachelor’s degree in business or related plus four (4) years of administrative support experience including one (1) year of project management experience required.

Knowledge, Skills & Abilities:

• Knowledge of calendar and appointment software and standard office software.

• Skilled at managing multiple tasks and projects with little direct supervision.

• Skilled at prioritizing and meeting deadlines.

• Ability to maintain confidentiality.

• Ability to use discretion and conduct oneself with professionalism.

• Excellent written communication skills.

• Workday experience in travel and procurement.

• Exceptional communications skills with all levels of staff, as well as exceptional writing skills.

Additional Information:

Responsibilities:

• Manages all projects for the Executive Team.

• Manages the Executive Team’s appointment calendars, preparing all documents/materials for projects, meetings, appointments, procurement, travel and activities.  This includes text documents, slide presentations, and spreadsheets, conduct research, manage data for reports, etc. 

• Manages arrangements for special meetings by reserving rooms, ordering food and supplies and notifying meeting participants.

• Schedules and coordinates travel.

• Organizes, maintains, and tracks paper and electronic files and information.

• Types and edits all correspondence.

• Processes paper and electronic mail, and generates meeting minutes. 

• Coordinates and schedules weekly Grand Rounds.

• Coordinates and tracks annual faculty evaluations. 

• Coordinates and schedules Advisory Board meetings. 

• Provides event coordination assistance as directed. 

• Communicates with community partners as directed. 

• Assists faculty with appointment letters and the P&T process.

• Coordinates all aspects of faculty recruitment. 

• Assists with special initiatives of the Chair or the Executive Team, e.g. community talks, faculty retreats, events for trainees, etc. 

• Performs other duties as assigned. 

Salary Information:

Commensurate with education and experience

Required Documents to Apply:

List of three Professional References (name, email, business title), Resume

Special Instructions to Applicants:

Please contact askrecruitment@uams.edu for any recruiting related questions.

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:

Annual TB Screening, Criminal Background Check, Substance Abuse Testing

This position is subject to pre-employment 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, non-discriminatory manner consistent with state and federal law. 

Constant Physical Activity:

Hearing

Frequent Physical Activity:

Manipulate items with fingers, including keyboarding, Repetitive Motion, Sitting, Standing, Talking, Walking

Occasional Physical Activity:

Crawling, Crouching, Feeling, Grasping, Kneeling, Lifting, Pulling, Pushing, Reaching

Benefits Eligible:

Yes