Executive Assistant to the Chancellor and the Director of Institutional Advancement

University of Arkansas
United States, Arkansas, Hope
2500 South Main Street (Show on map)
Nov 18, 2024
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Closing Date: Type of Position:Clerical Workstudy Position: No Job Type:Regular Work Shift: Sponsorship Available: No Institution Name: University of Arkansas Community College at Hope - Texarkana The University of Arkansas Community College at Hope-Texarkana (UACCHT) is a proud member of the University of Arkansas System. The University of Arkansas System is comprised of land-grant research institutions, a teaching hospital, five community colleges, two schools of law, a presidential school, a residential math and science high school, and an online university, as well as divisions of agriculture, archaeology and criminal justice. These entities exhibit unmatched economic and social impact across the state by providing numerous academic and professional opportunities. Below you will find the details for the position currently available at UACCHT including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button. Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button. If you have a disability and need assistance with the hiring process please submit a request via Email to: Kathryn.Hopkins@uaht.edu or by phone at (870) 722-8164 or (870) 722-8297. Applicants are required to submit a separate request for each position in which they have applied. For general application assistance or if you have questions about a job posting, please contact Human Resources at Kathryn.Hopkins@uaht.edu or by phone at (870) 722-8164 or (870) 722-8297. Department:University of Arkansas Community College at Hope-Texarkana Department's Website: Summary of Job Duties:The Executive Assistant, under general direction, provides support services to the Chancellor and the Executive Director of Institutional Advancement and Special Projects. The Executive Assistant often acts as the first point of contact with those seeking to speak or meet with the Chancellor and is responsible for a highly positive, efficient, professional representation, and must be able to exercise discretion in representing the College to various constituencies. The Executive Assistant to the Chancellor / Executive Assistant to the Chancellor and the Executive Director of Institutional Advancement and Special Projects ensures effective interpersonal communication within the office and between office personnel, assistance with routine, sensitive, and critical tasks. 1. Provides daily administrative support including correspondence, phones, scanning, filing, and ordering supplies. 2. Schedule and assist with arrangements for upcoming meetings and preparation of documents or materials. Ordering lunch. 3. Execute business processes for the Chancellor and Cabinet as necessary. 4. Board of Visitors (BOV): Communicate with the BOV on a regular basis, assist with BOVAppointments/Reappointmentsprocesses, maintain records of BOV terms, schedule meetings (UA-Hope and UA-Texarkana) arrange catering, provide meeting documents, maintain all BOV records, meeting notifications, record and transcribe minutes, upload docs/maintain on UAHT Public Drive/SharePoint. Organize BOV and UA System representatives for and during the UAHT Graduation. Maintain all regalia. 5. Attends and records minutes of UAHT Foundation Board meetings. 6. Chancellor's Cabinet: Communicate with cabinet. Organize, schedule, coordinate Cabinet meetings and individual Cabinet member weekly meetings with the Chancellor. Maintain and manage all Cabinet meeting documents, agendas, transcribed minutes, attachments. Upload Cabinet minutes on UAHT Public Drive/SharePoint. Purchase and maintain all Cabinet members' regalia. 7. Chancellor Forums: Send out notices, record and transcribe meeting minutes and maintain attendance rosters as needed. 8. Scheduling: Calendar all campus and externalappointments/meetings.(BOV, Cabinet, UA Sys BOT, AHECB, Legislative, external boards (Chancellor is appointed to, participates on), Ps Cs, etc.) 9. Emails/Communications:Email local, eternal partners, boards, State-wide partners, Ad Hoc Committees, UA System Office. 10. External Partners: Interact with UA System offices, ADHE office, Two Year Ps Cs state-wide (UA, ASU, Independent) Ad Hoc Committees as needed. Developing an electronic filing system for easy retrieval of files and information. 11. Filing: Maintain UAHT electronic files, data, and paper documents. 12. UAHT Projects: Serve as a project manager to execute assignments, tasks and projects. Act as office manager to direct concerns, inquiries and requests to the appropriate office to resolve, maintain files, communications, monitor deadlines, provide documents upon request, communicate with partners, etc. 13. Organizational Charts: Create, update, maintain UAHT Campus organizational charts. 14. Able to use Microsoft Office, Word, PowerPoint, Excel, Mail Merge; ability to learn new software programs and Platforms, such as Workday; must maintain Chancellor's Outlook calendar. 15. Performs other duties as assigned. Qualifications: The formal education equivalent of a bachelor's degree in public administration, general business, or related field. Preferred; two years of experience in office management. Job related education and/or experience may be substituted for all or part of the minimum requirements upon approval of the Chancellor and Human Resources. Additional Information: Salary Information: 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: Special Instructions to Applicants: Recruitment Contact Information: Kathryn Hopkins 870-722-8164 All application materials must be uploaded to the University of Arkansas System Career Sitehttps://uasys.wd5.myworkdayjobs.com/UASYS Please do not send to listed recruitment contact. Pre-employment Screening Requirements:Criminal Background Check The University of Arkansas Community College at Hope-Texarkana (UACCHT) is committed to providing a safe campus community. We conduct background checks for applicants being considered for employment. Background checks include a criminal background check, sex offender registry check, and drug screen. For certain positions, there may also be a financial (credit) background check and/or a Motor Vehicle Registry (MVR) check. A criminal conviction or arrest pending adjudication or adverse financial history information alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background check 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:Hearing, Manipulate items with fingers, including keyboarding, Talking Frequent Physical Activity:Repetitive Motion, Standing, Walking Occasional Physical Activity:Manipulate items with fingers, including keyboarding Benefits Eligible:Yes