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Administrative Specialist III, Music and Theatre

University of Arkansas at Fort Smith
Fort Smith, Arkansas, United States
Salary Not Specified
Date posted
Apr 17, 2024

Job Details

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Closing Date:

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

University of Arkansas – Fort Smith

The University of Arkansas - Fort Smith is a dynamic, mid-sized public university that’s redefining higher education. We’re on a mission to provide transformative, hands-on learning experiences for students of all backgrounds and aspirations. Our multi-faceted approach to education offers a wealth of opportunities, with over 70 academic programs, including certificates, associate, bachelor’s, and master’s degrees. We’re committed to building a diverse community that mirrors Arkansas’s rich tapestry, reflecting our dedication to serving the state’s varied population while enhancing the quality of our institution.

As an employer, the University of Arkansas offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. The benefits package includes university contributions to health, dental, life, and disability insurance, tuition waivers for employees and their families, 12 official holidays, immediate leave accrual, and a choice of retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

Fort Smith, Arkansas

Nestled along the Arkansas River, this vibrant city offers a perfect blend of history, culture, and natural beauty. Immerse yourself in the rich heritage of the Old West at the Fort Smith National Historic Site, explore the eclectic local art scene, or take a scenic stroll along the picturesque riverfront trails. With a welcoming community, diverse dining options, and a thriving downtown, Fort Smith is the ideal destination for history enthusiasts and those seeking modern amenities.

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:Music and Theatre

Department's Website:

Summary of Job Duties:Manage the daily operation of the Department of Music and Theatre office by providing specific and general administrative and clerical support. Additionally, this position works to enhance and maximize the efficiency and effectiveness of the music and theatre programs by managing the calendar of events, maintaining public relations by representing UAFS through the coordination of events and student recruiting and overseeing the five student worker positions needed to help the department operate. This position reports to the Department Head of Music and Theatre.


Required Education and/or Work Experience: Minimum qualifications include a high school diploma or equivalent; plus one year of specialized training and/or experience in a related clerical field. Other job-related education and/or experience may be substituted for part of these requirements.

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

Knowledge, Skills, and Abilities:

To perform the job successfully, the following competencies are required for the essential functions of this position:
  • Ability to communicate effectively with students, faculty, and staff;
  • Strong computer skills, including data entry, spreadsheet, and word processing programs;
  • Ability to learn new tasks quickly and to seek appropriate help and training when confronted with new tasks;
  • Strong phone etiquette skills;
  • Ability to handle confidential material with absolute discretion;
  • Ability to function successfully within a complex and potentially stressful environment, while maintaining accuracy and attention to detail;
  • Professional demeanor;
  • Ability to edit for grammar, correctness, style, and audience;
  • Knowledge of general office procedures;
  • Ability to operate standard office equipment;
  • Ability to extract and organize information
  • Ability to multitask and prioritize;
  • Ability to work effectively in a team environment
Essential Job Duties and Responsibilities:
  • Administrative support – Department of Music and Theatre.
    • Enter course schedule information into UAFS database
    • Prepare textbook orders; arrange desk copies, other book adoptions matters as assigned
    • Maintain knowledge of current college and university policies and procedures
    • Perform miscellaneous clerical and administrative support tasks to assist the department head, such as sending out departmental memos and reminders
    • Prepare and process requisitions and other financial documents, such as request to pay forms. This includes relevant paperwork concerning university travel
    • Coordinate and manage the calendar of events, including the addition of student events throughout the academic year
    • Helps in organizing the scheduling of room usage in the building
    • Proofreads spelling, grammar, and layout of public relations/concert posters and coordinates acquisition of promotion material
    • Manages student workers in concert program creation and proofing, Recital Class record-keeping, concert audio recording, and music librarian needs
    • Manage incoming student audition information and scholarship offers
    • Assist in maintaining, tracking, and reporting on the departmental budget
    • Attend training on various aspects of the job, such as using the university travel software, when requested
  • Administrative support – Faculty
    • Prepare travel arrangements, travel requests, and travel reimbursements using Workday
    • Serve as a contact for students who are trying to locate classes or their professors’ offices by phone and/or posting signs on classrooms & offices
    • Prepare supply orders and purchase supplies
    • Maintain office equipment and supplies
    • Order purchasing for the department approved by the department head
  • Clerical Support
    • Performs basic reception and clerical duties including answering phones, greet, direct and provide general information for employees, parents, and students.
    • Review, sort, and distribute mail. May draft written responses or replies by phone or email when necessary. Responds to requests for information.
    • Enter requests to update, fix, or maintain departmental facilities or in support of faculty office moves
    • Maintain records, including adjunct instructor and contracted professional musician information, departmental student jury forms, student audition forms, and student equipment/instrument check out
    • Prepare duplication tasks per request
    • Conduct annual inventory of equipment
Other Job Duties and Responsibilities:
  • This description is not designed to cover a comprehensive listing of activities, duties and responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
  • 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: Position requires regular contact with college/university staff and faculty, students, and the public.

List Employees Supervised: none

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 occasionally lifts items up to ten (10) pounds. Normal working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Extended hours may be occasionally required.

Background Check Requirements. Criminal and federal background check, motor vehicle 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:For full consideration, please apply by May 13, 2024.

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: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:Grasping, Hearing, Manipulate items with fingers, including keyboarding, Repetitive Motion, Standing, Talking, Walking

Frequent Physical Activity:N/A

Occasional Physical Activity:N/A

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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