Administrative Specialist II - Student Activities

Posting Details

Posting Number C00106P Quick Link for Position Working Title Administrative Specialist II - Student Activities Position Number Department Student & Campus Life 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

The Administrative Specialist II is responsible for the coordination of the day-to-day student activities functions as well as working with various on-campus office staff in completion of these duties and works under the direct supervision of the Director of Student Activities and Coordinator of Assessment for Student Affairs.

Summary of Job Duties

• Manage the daily operations of the different areas of the Student Life Office, which include Greek Life, Student Activities, Student Government Association, Cub Camp, Non-Traditional Students, Student Organizations, and Leadership Development.
• Maintain calendar for Student Activities staff including scheduling appointments and sending invitations to other staff members to attend meetings; reserve equipment and make room reservations; distribute and maintain information for staff members including expenditure data using state-issued credit cards. Daily supervision of student assistants and student workers including establishing work schedules; assigning specific duties; presenting clear instructions; reviewing and monitoring work on a regular basis for completeness, accuracy, and adherence to instructions; and verifying employee time records to ensure accuracy and confirm that time records have been verified by the required deadlines.
• Interpret policy and procedure to students and staff regarding all Student Activities functions; collect and maintain files on student issues including disciplinary actions and place comments into student records regarding disciplinary actions taken; coordinate annual update of Student Handbook revisions.
• Greet staff, students, and guests entering the Welcome Center area; direct them to appropriate resources, answer questions, and relay information as needed.
• Maintain both electronic and paper files; make copies as needed; open, sort, and distribute mail; answer phone and take messages; manage the daily operations of the Welcome Center; issue one-day parking passes for future students and visitors.
• Utilize Banner financial system to assist with budget analysis and tracking duties for Student Activities office staff and Registered Student Organizations; generate requisitions for purchase orders; monitor budget allocations ensuring that expenditures are charged to correct budget; approve payment for purchases to Accounts Payable staff; process budget transfers and any other procedural forms related to budget/purchasing; submit ServiceNow requests for Student Activities office and other staff; and follow-up on completion of these requests.
• Monitor budgets for Registered Student Organizations; check available balances before completing requisitions for purchases to ensure budget availability.
• Monitor and update information using CollegiateLink (organizational management software).
• Using Chrome River travel system, complete travel pre-authorizations and arrangements for Student Activities staff and students while adhering to state guidelines; reserve University vehicles using on-line process; and complete travel reimbursement and reconciliation forms in an accurate and timely manner.
• Maintain inventory of supplies for all student activities areas; purchase supplies as needed using University purchasing card and purchase orders via the Banner requisition process.
• Compile GPA reports, course schedules, and other student information for supervisor and staff in the Student Activities area to determine student eligibility for club memberships, Cub Camp counselors, sororities, and fraternities; check student schedules and grades as requested by supervisor regarding disciplinary actions toward students; place holds on student accounts as necessary; ensure 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.
• Maintain weekly SAO PowerPoint slide show presentation showcasing student activities, as well as other departments’ activities; assist with sending out RSO campus announcements; date stamp flyers for student organizations after ensuring events have been approved by advisor and SAO staff using established guidelines.
• Cover switchboard in the absence of full-time operator when utilizing daily breaks and leaves of absence.
• 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

The formal education equivalent of a high school diploma, and two years of experience in a specialized or related area applicable to work performed. Other job related education and/or experience may be substituted for part of these requirements.

License(s)/Certifications Preferred Qualifications Knowledge, Skills, and Abilities

• Knowledge of Banner system for budgetary, purchasing, and approval purposes.
• Ability to plan and execute projects.
• Knowledge of state, federal, and University rules and regulations.
• Knowledge of University and community resources.
• Knowledge of staff development and supervision principles.
• 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.
• Strong computer skills in various software programs.
• Excellent interpersonal, organizational, leadership, and communication skills.

Special Job Dimensions

Work performed primarily in an office setting. While performing the duties of this job, employee regularly exhibits digital dexterity when entering data into computer, 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 occasional lifts up to 40 pounds.

Work Schedule

Normal working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Occasional extended hours and outside work required for special events on campus.

Salary $23,412 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 05/10/2021 Close Date Open Until Filled Yes Special Instructions to Applicants

For full consideration, please apply by May 24, 2021.

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.

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

Required fields are indicated with an asterisk (*).

  1. * Did you complete the Employment History section of the application?
    • Yes
    • No
  2. * Do you understand that failure to complete the Employment History section of the application will result in automatic elimination?
    • Yes
    • No
  3. * Have you ever been fired or asked to resign from a job?
    • Yes
    • No
  4. If yes, please describe.

    (Open Ended Question)

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

    (Open Ended Question)

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