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Administrative Specialist III, Music and Theatre

Employer
University of Arkansas at Fort Smith
Location
Arkansas, United States
Salary
Salary Not Specified
Date posted
Jun 22, 2022

Job Details


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Type of Position:Clerical

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: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.

Qualifications:

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:
  • 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:
  • ​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.
  • Manage the department head’s calendar.
  • 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.
  • 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.
  • 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.
Additional Information:

Salary Information:

$25,773-$26,000

Required Documents to Apply:

Cover Letter/Letter of Application, Curriculum Vitae, List of three Professional References (name, email, business title), Resume

Optional Documents:

Special Instructions to Applicants:

Recruitment Contact Information:

HR (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 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: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

Company

UAFS

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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