PT Administrative Specialist III , Housing and Residential Life

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Type of Position:Clerical

Workstudy Position:

No

Job Type:Regular

Work Shift:

Sponsorship Available:

No

Institution Name: University of Arkansas at Fort Smith

The University of Arkansas - Fort Smith is a vibrant mid-sized public university dedicated to breaking the higher education mold by bringing truly transformative, hands-on experiences to every student. From high school seniors to senior professionals, first-generation students to second-chancers, our goal is to provide a high-quality, future-focused education that honors each student's unique, personal situations and goals. Our tiered approach to learning offers students access to more than 80-degree plans and programs including certificate, associate, bachelor's, and master's degrees. We seek to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse population of Arkansas, to maintain the excellence of the university, and to offer our students richly varied disciplines, and perspectives.

Located on the Arkansas-Oklahoma border and situated in a region of lakes, Fort Smith is the second-largest city in Arkansas and features a vast array of cultural activities, shopping, dining, and entertainment, including a thriving downtown entertainment district. Parks, trails, and water recreation are all within the city limits, and true outdoor enthusiasts will find the area’s lakes, streams, and mountains offer adventure only minutes away from campus. Fort Smith was recently named by Forbes as the number one city in America for the cost of living, and a top city in the nation for the highest-paying tech jobs. The city is within easy driving distance of Tulsa, Kansas City, Dallas, Little Rock, and Memphis.

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.

Department:Housing and Residential Life

Department's Website:

Summary of Job Duties:Manage the daily operations of the Housing Office by providing specific and general administrative and clerical support. Additionally, this position works to enhance and maximize the efficiency and effectiveness for the Office of Housing and Residential Life by assisting with communication to current and prospective residents, running and tracking of reports, and assisting with the management of all student staff(Resident Assistants and Desk Workers) while working in the Housing Office. The position reports to the Director of Housing and Residential Life.

Qualifications:

Minimum Qualifications:

• High school diploma or equivalent.
• Three years of specialized training in a clerical or related field.

Preferred Qualifications:

• Associate degree in Office Administration or a related field.

Essential Job Duties and Responsibilities:

• Manage monthly communication with Admissions regarding prospective student lists.
• Enter requisitions in Workday and manage the payment of monthly bills.
• Utilize Banner and Symplicity to bill students and temporary guests for room and board and meal plans.
• Manage receipt book and electronic deposits for housing applications throughout the year, as well as deposit releases at the end of each semester.
• Assist with planning, executing, and promotion for annual Housing Sign-ups Week, as well as other prospective resident events.
• Serve as primary contact at the front desk to greet and provide assistance to students, parents, visitors, faculty and staff.
• Assist in screening calls, responding to routine questions regarding policy and procedures, providing instructions on the completion of forms, and making referrals to other sources of information.
• Compose, type, and edit various documents including letters, emails, memorandum, reports, forms and training materials.
• Implement, establish and maintain various electronic and paper files, database, records and logs and retrieve information as needed for reference or to compile reports.
• Prioritize and respond to department email correspondence daily.
• Assist in maintaining, tracking, and reporting on the departmental budget, as requested.
• Conduct monthly audits of mail/packages, electronic door swipe access, student credit hour checks, and other reports as assigned.
• Enter and track maintenance, furniture, and custodial requests.
• Assist in room assignments, room transfers, move-in, move-out, and cancellations.
• Promote and implement university policies, procedures, rules and regulations.
• Evaluate, create, update and maintain publications and forms.
• Assist in conducting tours for residential facilities.

Other Duties and Responsibilities:

• Attend all university trainings, as required.

• Other duties as assigned.

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.

Knowledge, Skills, and Abilities: To perform the job successfully, the following competencies are required for the essential functions of this position:

• Knowledge of Microsoft Office applications
• Knowledge of general office procedures
• Knowledge of the Banner database system and FERPA is a plus
• Knowledge of Workday Finance is a plus
• Must be a quick learner with initiative, attention to detail, analytical skills and good judgment
• Excellent customer service
• Excellent communication skills and interpersonal skills
• Demonstrated ability to maintain confidentiality
• Demonstrated ability to work effectively within a team and autonomously
• Ability to work with diverse constituents
• Ability to adapt to changes in the work environment, manages competing demands in work flow and operations of a high traffic, customer service oriented department
• Ability to exceed customer expectations by providing efficient, accurate, timely information for students, parents, faculty and community.
• Accurate typing and data entry skills.
• Ability to operate standard office equipment.
• Ability to research and analyze related work program information.
• Ability to analyze financial records.

Finalist will be tested.

Required Education and/or Work Experience: Minimum qualifications include a high school diploma or equivalent, and three years’ of specialized training in a clerical or related field. Other job related education and/or experience may be substituted for part of these requirements.

Preferred Education and/or Work Experience: Associate degree in office administration or a related field is preferred.

Additional Information:

Working Relationships: Work in a dynamic team of diverse faculty, staff, and students in a fast paced, growth-oriented environment. Frequent contact with vendors, personnel from other agencies and institutions and the general public, student employees, resident assistants, professional staff in student affairs, housing and residential life professional staff, custodial and grounds workers, maintenance workers, faculty, parents and student residents.

List Employees Supervised: Provide cursory supervision to 8 Resident Assistants, desk assistants, and summer workers. Supervise summer Housing Office assistant.

Special Job Dimensions: Work performed primarily in an office setting. While performing the duties of this job, the employee regularly exhibits digital dexterity when entering data into the 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. Routine work schedule Monday through Friday, 8:00am to 1:00pm. Demonstrated ability to problem solve, plan, organize and supervise. Position is for 25 hours each week.

Background Check Requirements. Criminal Background Check and Motor Vehicle Registry (MVR) Check.

Salary Information:

$12.50/hour

Required Documents to Apply:

Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume, Unofficial/Official Transcript(s)

Optional Documents:

Special Instructions to Applicants:

Recruitment Contact Information:

HR 788-7080

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:Child Maltreatment, Criminal Background Check, Motor Vehicle Reports Check, Sex Offender Registry

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.

The University of Arkansas is an equal opportunity, affirmative action institution. The university welcomes applications without regard to age, race, gender (including pregnancy), national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, sexual orientation or gender identity. 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.

Constant Physical Activity:N/A

Frequent Physical Activity:N/A

Occasional Physical Activity:N/A

Benefits Eligible:Yes