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Administrative Specialist III

University of Arkansas at Fort Smith
Fort Smith, Arkansas, United States
Salary Not Specified
Date posted
Jun 12, 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:Career Services

Department's Website:

Summary of Job Duties:Provides customer service, front desk coverage, and administrative support for the office. Responsible for a variety of administrative support functions which demand organization and accuracy. Provides excellent customer service with a helpful, positive attitude to students, faculty, staff, and employers. This position reports to the of Director of the Babb Center for Career Services


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

Preferred Education and/or Work Experience: Associate degree or equivalent; plus, one year of specialized training in the secretarial field; plus, two years of clerical experience.

Knowledge, Skills, and Abilities:

The ability to exceed customer service expectations by providing efficient, accurate, and timely information to students, staff, employers, and the community is essential. Must be articulate, enthusiastic, and able to deal with diverse populations in a positive manner. Strong technology skills, including experience with Microsoft and other software platforms. This role requires a quick learner with initiative, attention to detail, analytical skills, and good judgment; excellent communication and interpersonal skills; the ability to maintain confidentiality, work effectively within a team, manage the operations, work flow, and efficiency of a high traffic, customer-service oriented department; and a good working knowledge of grammar, punctuation, and spelling, general office procedures, and basic recordkeeping procedures.

Essential Duties and Responsibilities:
  • Provides administrative support including coordinating arrangements for departmental activities, workshops and special events. Maintain the Career Services activities calendar. Event planning may include scheduling meeting rooms, preparing materials, and catering.
  • Receptionist duties including welcoming and assisting students and employers, answering and routing incoming calls, and scheduling appointments and meetings.
  • Generating correspondence to student, graduate, and employer clients. Excellent communication skills: verbal and written.
  • Complete requisitions and purchase orders in Workday for department
  • Inputs and retrieves data from platforms (Navigate, Workday, Banner, Symplicity/CareerLink)
  • Assists the director with the preparation of reports, weekly job lists, maintaining attendance records, and collecting data for statistical reports
  • Trains and supervises Career Services student workers and monitors student worker time/schedule.
  • Maintains accurate files related to the Certificate of Distinction program including progress sheets and confirmation of completion.
Other Duties and Responsibilities:
  • Maintains office inventory and orders supplies.
  • Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork and to provide leadership for subordinates.
  • Requires consistent on-time attendance.
  • Assists with coordination of clothing closet donations and inventory
  • 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.
Additional Information:

Working Relationships: On a typical workday, the Administrative Specialist III interacts with the following:
  • Director and Assistant Director of Career Services
  • Career Coordinators
  • Students
  • Employers
  • Faculty
  • Advisors
  • Student Workers
  • Student Success and Retention department colleagues
  • Financial Aid
  • Vendors
  • Other agencies requiring jobs to be posted
List Employees Supervised: Student Workers

Special Job Dimensions: Work is performed in an office setting. Normal working hours are Monday-Friday 8:00 a.m.-5:00 p.m.. In preparation for events, some times outside of normal working hours may be necessary.

Background Check: Criminal and Motor Vehicle check

Salary Information:

Starting salary is $26,000, salary effective 7/1/2024 will be $29,629/year

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:Criminal Background 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:Manipulate items with fingers, including keyboarding, Sitting, Standing

Frequent Physical Activity:Hearing, Lifting, Talking

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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