Assistant to the Dean

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Type of Position:Professional Staff - Institutional Affairs

Workstudy Position:

No

Job Type:Regular

Work Shift: Day Shift (United States of America)

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:College of Health, Education, and Human Sciences

Department's Website:

Summary of Job Duties:The Assistant to the Dean is primarily responsible for assisting the Dean with the day-to-day operations of the College of Health, Education, and Human Sciences. This person is to coordinate and screen the dean’s schedule, anticipate and resolve select problems, and track college and unit budgets, schedules and faculty workloads, and other metrics to ensure the success of the College of Health, Education, and Human Sciences. Under general supervision, this person performs varied administrative support activities and coordinates special events.

Qualifications:

Required Education and/or Work Experience: An Associate's degree in office administration or related field; plus three years of specialized training or experience in the clerical or secretarial field. Other job-related education and/or experience may be substituted for part of these requirements.

Preferred Education and/or Work Experience: A Bachelor's degree in office administration or related field; at least five years of administrative/secretarial experience.

Knowledge, Skills, and Abilities:

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

• Knowledge of planning and scheduling techniques.
• Knowledge of general office procedures
• Excellent customer service and interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to operate standard office equipment.
• Records maintenance skills.
• Database management skills.
• Skill in organizing resources and establishing priorities.
• Ability to lead and train staff and/or students.
• Word processing and/or data entry skills.
• Knowledge of office management principles and procedures.
• Ability to coordinate and organize meetings and/or special events.
• Knowledge of academic administrative principles and procedures.
• Knowledge of grammar, punctuation, and spelling.
• Knowledge of word processing applications including Microsoft Office Suite.
• Ability to provide information and assistance to faculty, staff, visitors, students, and callers.
• Ability to extract and organize information.
• Ability to multitask and prioritize.

Essential Job Duties and Responsibilities:

• Assume responsibility for the development and administration of specific projects as assigned.
• Liaise between the Office of the Dean and the leadership team in the College of Health, Education, and Human Sciences.
• Liaise between the Office of the Dean and administrative leaders and offices at the University of Arkansas – Fort Smith.
• Liaise between the Office of the Dean and external community partners and stakeholders.
• Liaise between the Office of the Dean and the faculty, staff, students in the College of Health, Education, and Human Sciences, and outside contacts daily to promote effective working relationships.
• Anticipate problems, critical issues, and opportunities and advise the Dean of the College of Health, Education, and Human Sciences accordingly.
• Lead and mentor other support staff.
• Lead and manage the organization of accreditation documents and reports of seven programs to ensure compliance with program accreditation standards.
• Manage day-to-day operations of the Office of the Dean of College of Health, Education, and Human Sciences.
• Manage the professional schedule of the Dean of the College of Health, Education, and Human Sciences, including travel arrangements and expense reports for the Dean and visiting candidates for the college.
• Manage academic calendar for programs, and recruiting events in the College of Health, Education, and Human Sciences.
• Prepare communications, presentations, budget, accreditation, operational, and strategic planning documents.
• Record, distribute, and maintain minutes for meetings as directed by the Dean. Performs miscellaneous job-related duties as assigned.

Other Job Duties and Responsibilities:

• Provide service to the college community and students through serving on college and department committees, providing leadership, mentorship, and expertise.
• Demonstrate the ability to work as a group leader, group member, and student-focused team player.
• Maintain a professional development plan, including professional development activities and services provided to college and communities to assure personal growth and continued competency within the professional field.
• Demonstrate adaptability and the willingness to assist the college in fulfilling its mission and vision through administrative duties and community service and/or perform special duties as assigned.
• Perform other duties as assigned by the Dean of the College of Health, Education, and Human Sciences.

Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to fosters teamwork and by providing leadership to subordinates. Requires consistent on-time attendance.

Additional Information:

Working Relationships: Regular contact with Health Sciences staff, students, other campus departments, organizations, and the public.

List Employees Supervised: Student workers.

Special Job Dimensions: Work performed primarily in an office setting requiring mainly seated tasks, with some bending and lifting. Occasional extended walking is required. Occasional overtime is required. Normal working hours are Monday – Friday, 8:00 am – 5:00 pm.

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

Salary Information:

$34,000-36,000/year, commensurate with education and experience

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:

Proof of Veteran Status

Special Instructions to Applicants:

Recruitment Contact Information:

Human Resources 479-788-7080

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

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 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 applicant information is subject to public disclosure under the Arkansas Freedom of Information Act.

Constant Physical Activity:Talking

Frequent Physical Activity:N/A

Occasional Physical Activity:N/A

Benefits Eligible:Yes