Executive Assistant II

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).

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Closing Date:

Type of Position:

Job Type:

Institution Name:

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:

Department's Website:

Summary of Job Duties:

Qualifications:

• Bachelor's degree plus three (3) years of administrative or experience or

• High School diploma/GED plus seven (7) years of administrative experience required.

Knowledge, Skills & Abilities:

• Must have excellent oral and written communication skills and be able to communicate with students and employees with a positive attitude.

• Must be able to handle information discreetly and professionally.

• Must value equity and inclusion and be able to have professional interactions with faculty, staff, and students from all backgrounds.

• Demonstrated strong computer skills, including strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint for calendaring, correspondence, presentations, special reports, spreadsheets, etc.

• Comfort with learning new software.

• Works to resolve conflicts and differences through dialog and open communication in a timely manner.

• Ability to manage emerging priorities and varying project timelines.

• Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast-paced, dynamic, deadline-driven environment in an organized and professional manner.

• Demonstrated ability to maintain confidence and protect confidential info.

Preferred Qualifications:

• Program management experience.

• Experience with UAMS travel, purchasing, budget, and student information systems and policies.

Additional Information:

Responsibilities:

• Serve as the first impression for the COM Academic and Student Affairs office by greeting and directing visitors to the suite.

• Promote teamwork and professionalism.

• Anticipate the needs of the team and act proactively to address them

• Handle travel arrangements for COM Academic and Student Affairs leadership.  Handle travel arrangements/reimbursement for COM-supported student travel. 

• Prepare reimbursements, mileage claims, and travel expense reimbursements for COM Academic and Student Affairs leadership.

• Provide administrative support to other COM Academic, Student Affairs, and Admissions personnel.

• Work with COM Finance for purchasing, affiliation agreements, contracts, and vendor setup and payment.

• Assist with correspondence, PowerPoint, and Excel materials to support presentations, reports, and proposals for internal and external audiences.

• Provide copyediting for all written materials.

• Screen telephone calls and incoming requests for COM Academic and Student Affairs leadership.

• Make independent judgments on possible solutions such as referrals to other staff members as appropriate.

• Coordinate and attend academic and student affairs meetings as assigned.

• Schedule, manage agenda, take notes, follow up on Action items.

• Act as administrative liaison.

• Manage academic/curriculum office/student affairs (all-staff) meetings.

• Manage calendar invitations and A/V for these meetings.

• Act as lead planner for all-staff events such as retreats and recognition events.

• Gather and lead planning committee, and manage agenda.

• Contact speakers and coordinate with vendors. o Coordinate venue, food, A/V, set-up, clean-up.

• Compile and record monthly and yearly reports as assigned.

• Calendar management for COM Academic and Student Affairs leadership.

• Schedule meetings, appointments, conferences, interviews and informal get-togethers with staff.

• Secure briefings and materials for these engagements.

• Maintain relevant contact lists for COM Academic and Student Affairs.

• Serve as the greeter and answer the main academic and student affairs phone line.

• Receive and screen meeting invitations.

• May perform other duties as assigned.

Salary Information:

Required Documents to Apply:

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:

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:

Frequent Physical Activity:

Occasional Physical Activity:

Benefits Eligible: