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Administrative Specialist III

University of Arkansas at Fort Smith
Arkansas, United States
Salary Not Specified
Start date
Oct 31, 2023

Job Details

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Type of Position:Clerical

Workstudy Position:


Job Type:Regular

Work Shift: Day Shift (United States of America)

Sponsorship Available:


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:Imaging Sciences

Department's Website:

Summary of Job Duties:The Administrative Specialist III position in the College of Health, Education, and Human Sciences is responsible for providing administrative and clerical support to select Executive Directors, faculty, and staff. The position serves the following academic units: Imaging Sciences, Surgical Technology, Master of Healthcare Administration (MHCA), and Allied Health. The Administrative Specialist III reports to the Executive Director of Imaging Sciences, Executive Director of Surgical Technology, and Dean of the College of Health, Education, and Human Sciences.


Required Education and/or Work Experience: Minimum qualifications include the formal education equivalent of a high school diploma; plus, one year specialized training or experience in 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: An associate’s degree in office administration or related field; administrative/secretarial experience.

Knowledge, Skills, and Abilities: To perform the job successfully, the following competencies are required for the essential functions of this position:
  • Strong communication skills to communicate with faculty, staff, students, and school partners.
  • Knowledge of grammar, punctuation, and spelling.
  • Knowledge of general office procedures.
  • Knowledge of word processing applications to include Microsoft Office Suite. • Ability to operate standard office equipment.
  • Excellent customer service and interpersonal skills.
  • Ability to provide information and assistance to faculty, staff, visitors, students, and callers.
  • Ability to extract and organize information.
  • Ability to work effectively in a team environment.
  • Ability to multitask and prioritize.
Essential Job Duties and Responsibilities:
  • Acts as office receptionist by greeting and directing students and visitors, issuing blue permit passes, directing incoming calls, responding to routine questions regarding policy and procedures or making referrals to other sources of information.
  • Assists the respective executive directors in the collection, maintenance, and reporting of state and national accreditation data.
  • Composes, proofreads, types, and edits various documents including letters, memoranda, reports, forms, narratives, and training materials.
  • Proofs, formats, types and edits program course syllabi, procedure manuals and handbooks.
  • Prepares requisitions for departmental purchases, process and type travel requests/reimbursements, work orders, textbook orders, creates spreadsheets, and manages databases.
  • Makes travel arrangements.
  • Notifies departmental faculty regarding deadline dates for textbook orders, class schedules, evaluations, and other requests as necessary.
  • Acquires necessary textbook desk copies for faculty.
  • Assists in arranging advisory committee meetings by scheduling, mailing information, arranging meeting rooms, taking and maintaining minutes, etc.
  • Prepares textbook and printed material orders.
  • Maintains faculty office hour/clinical/class schedules.
Other Job Duties and Responsibilities:
  • Maintains strong working relationship with faculty, staff, and students.
  • Contributes to overall success of the department by performing all other duties as requested.
  • Establishes and maintains files and retrieves information as needed to be used for reference or reports.
  • Prepares PowerPoint presentations as requested.
  • Maintains office equipment.
  • Fills in for the Assistant to the Dean as necessary.
  • Maintains select outcome data for the respective academic units and the College.
  • Performs duplication and copying as needed.
  • Maintains sufficient supplies for the office and work unit by conducting a physical inventory, ordering, receiving and restocking supplies.
  • Keeps computer lab printers stocked with paper.
  • Unlock classrooms on the third floor each day.
  • Assists faculty with typing, organization and printing of tests when needed.
  • Picks up materials and supplies across campus as needed.
  • 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.

Additional Information:

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

List Employees Supervised: N/A

Special Job Dimensions: Work performed primarily in an office setting requiring mainly seated tasks, with some bending and lifting. Occasional extended walking required. Occasional overtime 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:


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

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:

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:

Frequent Physical Activity:

Occasional Physical Activity:

Benefits Eligible:Yes



The University of Arkansas – Fort Smith offers a rich, vibrant learning environment for nearly 6,000 students each semester. UAFS aims to build its reputation as a regional destination for high-quality, affordable education, where diverse groups of aspirational students and faculty thrive and excel.

For more than 90 years, the university has been a mainstay of Fort Smith with a history as unique as each student who ever enrolled.

Through dynamic academic programs, innovative research opportunities, and transformational centers of intellectual and economic development, UAFS will advance its community and become an institution renowned for educating and inspiring the ambitious students who call it home.


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