Administrative Specialist III - Babb Center for Career Services

Closing Date:

University of Arkansas - Fort Smith

The University of Arkansas - Fort Smith is a dynamic, mid-sized public university that's redefining higher education. We're on a mission to provide transformative, hands-on learning experiences for students of all backgrounds and aspirations. Our multi-faceted approach to education offers a wealth of opportunities, with over 70 academic programs, including certificates, associate, bachelor's, and master's degrees. We're committed to building a diverse community that mirrors Arkansas's rich tapestry, reflecting our dedication to serving the state's varied population while enhancing the quality of our institution.

As an employer, the University of Arkansas offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. The benefits package includes university contributions to health, dental, life, and disability insurance, tuition waivers for employees and their families, 12 official holidays, immediate leave accrual, and a choice of retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

Fort Smith, Arkansas

Nestled along the Arkansas River, this vibrant city offers a perfect blend of history, culture, and natural beauty. Immerse yourself in the rich heritage of the Old West at the Fort Smith National Historic Site, explore the eclectic local art scene, or take a scenic stroll along the picturesque riverfront trails. With a welcoming community, diverse dining options, and a thriving downtown, Fort Smith is the ideal destination for history enthusiasts and those seeking modern amenities.

Thank you for your interest in joining our university. Below you will find details for the position including any supplementary documentation and/or questions you should review before submitting your application. For general application assistance or if you have questions about a job posting, please contact Human Resources at (479) 788-7080.

If you have a disability and need assistance with the hiring process please contact Human Resources at 479-788-7080. Applicants are required to submit a request for each position to which they have applied.

Education & Work Experience:

Minimum qualifications: Associates Degree and two years of related clerical experience.

Essential Duties and Responsibilities:

• Provides administrative support including coordinating arrangements for departmental activities, workshops and special events. Maintain the Career Services activities calendar. Event planning may include scheduling meeting rooms, preparing materials, and catering.

• Receptionist duties including welcoming and assisting students and employers, answering and routing incoming calls, and scheduling appointments and meetings.

• Generating correspondence to student, graduate, and employer clients. Excellent communication skills: verbal and written.

• Complete requisitions and purchase orders in Workday for department

• Inputs and retrieves data from platforms (Navigate, Workday, Banner, Symplicity/CareerLink)

• Assists the director with the preparation of reports, weekly job lists, maintaining attendance records, and collecting data for statistical reports

• Trains and supervises Career Services student workers and monitors student worker time/schedule.

• Maintains accurate files related to the Certificate of Distinction program including progress sheets and confirmation of completion.

Other Duties and Responsibilities:

• Maintains office inventory and orders supplies.

• Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork and to provide leadership for subordinates.

• Requires consistent on-time attendance.

• Assists with coordination of clothing closet donations and inventory

• This description is not designed to cover a comprehensive listing of activities, duties and responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.

Other Knowledge, Skills, and Abilities:

The ability to exceed customer service expectations by providing efficient, accurate, and timely information to students, staff, employers, and the community is essential. Must be articulate, enthusiastic, and able to deal with diverse populations in a positive manner. Strong technology skills, including experience with Microsoft and other software platforms. This role requires a quick learner with initiative, attention to detail, analytical skills, and good judgment; excellent communication and interpersonal skills; the ability to maintain confidentiality, work effectively within a team, manage the operations, work flow, and efficiency of a high traffic, customer-service oriented department; and a good working knowledge of grammar, punctuation, and spelling, general office procedures, and basic recordkeeping procedures.

Additional Information:

List Employees Supervised: Student Workers

Working Relationships:

On a typical workday, the Administrative Specialist III interacts with the following:

• Director and Assistant Director of Career Services

• Career Coordinators

• Students

• Employers

• Faculty

• Advisors

• Student Workers

• Student Success and Retention department colleagues

• Financial Aid

• Vendors

• Other agencies requiring jobs to be posted

Special Job Dimensions:

Work is performed in an office setting. Normal working hours are Monday-Friday 8:00 a.m.-5:00 p.m.. In preparation for events, some times outside of normal working hours may be necessary.

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.

This position may be subject to a pre-employment criminal background check, sex offender registry check, financial history background check, and/or drug screening. A criminal conviction or arrest pending adjudication and/or adverse financial history alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background checks and drug screening information will be used in a confidential, non-discriminatory 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.