Assistant to the Vice Chancellor for Student Affairs and the Dean of Students

Posting Details

Posting Number NC00123P Quick Link for Position Working Title Assistant to the Vice Chancellor for Student Affairs and the Dean of Students Position Number 21-26-0004 Department Office of VC Student Affairs About the University

For more than 6,000 students each semester, the University of Arkansas – Fort Smith offers a dynamic and diverse learning community with a student-centered approach focused on the success of the individual. Small class sizes combine with innovative, hands-on learning and research experiences alongside expert faculty to ensure students receive a future-focused education at the most affordable tuition rate in the state. The university has undergone significant changes since its founding in 1928 and now offers 51 bachelor’s and associate degrees, two master’s degrees, and 36 certificate programs, all aimed at preparing students for success in the global workforce. UAFS is one of 21 academic institutions and affiliates governed by the University of Arkansas System.

The second-largest city in the state, Fort Smith is located on the Arkansas-Oklahoma border in the heart of the Arkansas River Valley. Established in 1817 as a frontier military post, Fort Smith is now a vibrant and growing city featuring a variety of cultural activities and entertainment options, including a thriving downtown arts and entertainment district. Outdoors enthusiasts will appreciate the Natural State’s plentiful trails, mountains, forests, parks, and waterways, both within city limits and throughout the surrounding area. The city is also within easy driving distance of Tulsa, Kansas City, Dallas, Oklahoma City, Little Rock, and Memphis.

The UAFS campus is comprised of 77 buildings and facilities located on 170 beautifully manicured acres and crowned with the Donald W. Reynolds Campus Plaza, Tower, and Campus Green. Students who choose to live on campus may do so in one of two residence hall complexes, complete with a full-service dining center, or the on-campus apartment complex for married students and upperclassmen. Campus involvement is encouraged by participation in more than 100 registered student organizations, which includes academic societies, a dynamic Greek life system, intramural sports, and cultural/special interest groups. The UAFS Lions compete in NCAA Division II Lonestar Conference in men’s baseball, women’s volleyball, and men’s and women’s basketball, golf, cross country, and tennis.

About the College / Department Position Summary

Responsible for assisting with the daily oversight, management, and administration of all areas of student affairs and enrollment. Areas will include Admissions, Advisement, Athletics, Financial Aid, Registrar’s Office, Dean of Students, Conduct Office, Greek Life, Housing and Residence Life, Recreation and Wellness, Non-Traditional Student Support, Student Activities, and Title IX. Will work with on and off-campus personnel in completion of these duties. The position reports to the Vice Chancellor for Student Affairs and Enrollment.

Summary of Job Duties

• Act as initial point of contact for both internal and external clients on behalf of the vice chancellor for student affairs and enrollment, dean of students, and staff; maintain calendar for vice chancellor for student affairs (and Dean of Students if requested), schedule appointments, and facilitate remote meetings using conferencing software; respond to and send emails on behalf of vice chancellor; distribute and maintain various information for vice chancellor and staff including expenditure information using State issued credit cards; schedule meetings and webinars; reserve equipment and make room reservations and send invitations to other staff to attend meetings and/or webinars; coordinate annual update of course catalog revisions for all areas of responsibility in a timely manner; assist with compiling and record keeping of required assessment information.
• Maintain both electronic and paper files; make copies as needed; open, sort, distribute, and answer mail; answer incoming phone calls and take messages; check room availability and schedule rooms for vice chancellor, dean of students, and staff; coordinate room reservation calendar for Campus Center Room 119B; manage the daily operation of the vice chancellor’s office by greeting students, staff, and guests and directing them to appropriate offices and resources, answering questions, and relaying information; attend weekly staff meetings, schedule rooms, distribute agenda, and record minutes of meetings; schedule rooms and send out Outlook invitation to staff for monthly combined Enrollment Management/Student Affairs staff development meetings.
• Interpret policy and procedure to students and staff regarding all student affairs and enrollment management functions; collect and maintain files on student issues including disciplinary actions; send conduct letters to students; place and release holds on student accounts; maintain student conduct files; make appointments for student conduct hearings; place comments into student records regarding disciplinary actions taken; check discipline records on students for federal and/or state agents/agencies; attend monthly case management meetings and update database with required information; assist with maintaining mandatory Title IX reporting information; schedule felony review committee meetings and set up meetings with prospective students as needed with the committee members; assist with maintaining a record of Title IX required trainings;
• Assist with budget analysis and tracking duties for vice chancellor, dean of students, and other staff; generate purchase orders for purchases and reimbursements; monitor budget allocations ensuring that expenditures are charged to correct budget; approve purchases as needed with supervisor’s approval for amounts under $1,500 and approve payment for purchases to Procurement staff; process budget transfers and any other procedural forms related to budget/purchasing; submit ServiceNow requests and follow-up on completion of these requests; provide assistance and act as liaison to administrative offices regarding purchases, personnel activities, and various other administrative transactions.
• Complete travel pre-authorizations and travel arrangements for vice chancellor, dean of students, staff, and students in specified format adhering to State guidelines and established per diem amounts; reserve university vehicles using Enterprise; utilize trip optimizer to determine accurate reimbursement amounts; complete expense reports in an accurate and timely manner.
• Monitor budgets for all student affairs and enrollment management areas; check expenditures for accuracy; check available balances before completing and approving requisitions for purchase to ensure budget availability; print budget availability reports on a monthly basis or as needed for supervisor and/or other staff; assist in formulating the fiscal year budget and submit finalized budget to the Budget Office.
• Inventory and maintain supplies for all areas; purchase supplies as needed using procurement credit card and purchase orders.
• Daily supervision of the registrar’s assistant/switchboard operator and student workers; establish work schedules, assign specific duties, present clear instructions regarding their work duties; review and monitor work on a regular basis for completeness, accuracy, and adherence to instructions; perform yearly performance evaluation on full-time employee; check time records on employees for accuracy and ensure that these records are verified by required deadlines; enter missed punches on timesheets once verified by employee; ensure proper and timely processing of payroll documents and request for leave forms.
• Cover switchboard for full-time operator for daily breaks and leaves of absence; ensure that switchboard is covered at all times and that calls are answered in a timely and professional manner.
• Process all required personnel actions which include the hiring of staff and student workers; arrange and participate in interviews; make hiring recommendations; check candidates’ references; complete all required hiring paperwork required by Human Resources or Financial Aid.
• Compile GPA, course schedule, and other student information for vice chancellor, dean of students, and staff relating to conduct and Title IX issues; check student schedules and grades as requested regarding disciplinary actions toward students; ensure that FERPA laws are followed and that student confidentiality is maintained at all times.
• Monitor inventory status of office equipment on a continual basis; complete inventory transfers as necessary; inventory office equipment on a yearly basis and submit completed report to inventory accountant.
• Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork and by providing leadership to subordinates. Requires consistent on-time attendance.
• Other duties as assigned.

Minimum Qualifications

• Bachelor’s degree in business administration, general business, or a related field.
• Three to five years’ experience in an executive assistant, business management or other related secretarial/administrative position.
• At least one year in a supervisory or leadership role.
• Other job related education and/or experience may be substituted for part of these basic requirements.

Please ensure that all relevant application materials include details addressing the minimum qualifications. Applicants not meeting the minimum qualifications will be disqualified from consideration.

License(s)/Certifications Preferred Qualifications

• Five or more years’ experience in an executive assistant, business management or other related secretarial/administrative position.
• Experience in higher education setting.
• Experience with student information systems and privacy laws.

Knowledge, Skills, and Abilities

To perform the job successfully, the following competencies are required for the essential functions of this position:
• Knowledge of state, federal, and university rules and regulations.
• Knowledge of university and community resources.
• Knowledge of staff development and supervision principles.
• Strong computer skills in various software programs, including Microsoft Office Suite.
• Excellent interpersonal, organizational, leadership, customer service and communication skills.
• Ability to work with Banner or Workday system for budgetary, purchasing, and approval processes.
• Ability to compile information into report form.
• Ability to prepare, present, and review oral and written information and reports.
• Ability to develop, recommend, interpret, and apply policies and procedures.
• Ability to plan and execute projects.
• Ability to build relationships and maintain trust using the highest standard of ethics, including the ability to keep sensitive information confidential.

Special Job Dimensions

Work is performed primarily in an office setting. Working outside required for occasional events. Some lifting required to transport items for events or moving items to storage. Working hours outside the regular work schedule is required for peak periods and events (e.g., semester rush, Homecoming, Numa awards ceremony, International Festival). While performing the duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee frequently sits for extended periods of time, and occasionally stands and walks. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee regularly talks and hears. Employee occasionally lifts items up to 50 pounds.

Work Schedule

Routine work schedule Monday through Friday, 8:00 am to 5:00 pm with occasional overtime and travel required. Working hours outside the regular work schedule is required for peak periods and events (e.g., semester rush, Homecoming, Numa awards ceremony, International Festival).

Salary $44,000 - $48,000, Salary commensurate with education and experience. Benefits

Competitive benefits package.

Background Check / Pre-Employment Screening

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.

Does this position require a background check? Criminal Background Check, Financial History Background Check, and Motor Vehicle Registry (MVR) Check
Open Date 09/09/2020 Close Date 10/09/2020 Open Until Filled No Special Instructions to Applicants Anticipated start date EEO Statement

The University of Arkansas – Fort Smith is an equal opportunity, affirmative action institution, dedicated to attracting and supporting diverse student, faculty, and staff populations. The University welcomes applications without regard to race, religion, color, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or other non-merit based factors. Persons must have proof of legal authority to work in the United States on the first day of employment. All applicant information is subject to public disclosure under the Arkansas Freedom of Information Act.

UA Fort Smith provides equal employment, admission, and educational opportunities without regard to race, color, gender, age, national origin, religion, disability, veterans’ status, sexual orientation, or gender identify. The University abides by all applicable employment laws.

As an equal opportunity/affirmative action employer, the University is committed to provide equal employment opportunities for all applicants and employees with regard to recruitment, hiring, transfer, promotion, compensation, training, fringe benefits and all other aspects of employment.

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
  3. Unofficial College Transcripts
Optional Documents
  1. Proof of Veteran Status
  2. Additional Document
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you understand that failure to complete the Employment History section of the application will result in automatic elimination?
    • Yes
    • No
  2. * Did you complete the Employment History section of the application?
    • Yes
    • No
  3. * Do you understand that failure to upload your unofficial transcript(s) may result in an incomplete application packet?
    • Yes
    • No
  4. * Did you upload your unofficial transcript(s)?
    • Yes
    • No
  5. * Have you ever been fired or asked to resign from a job?
    • Yes
    • No
  6. If yes, please describe.

    (Open Ended Question)

  7. * How did you learn of this employment opportunity?

    (Open Ended Question)

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