Executive Assistant II

Closing Date:

The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.

UAMS offers amazing benefits and perks (available for benefits eligible positions only):

• Health: Medical, Dental and Vision plans available for qualifying staff and family
• Holiday, Vacation and Sick Leave
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy

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.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.

For general application assistance or if you have questions about a job posting, please contact Human Resources at askrecruitment@uams.edu.

Department's Website:

Minimum Qualifications

• Baccalaureate Degree plus three (3) years of administrative or related experience ORHigh School Diploma/GED plus seven (7) years of administrative or related experience
• Must be proficient with Microsoft Office programs, including Outlook, Word, SharePoint, Forms and Excel. Must have good communication skills.
• Must be detailed oriented, self-directed, motivated, team-oriented, have ability to multi-task, possess strong organizational skills, problem-solving skills, time management, excellent written and oral communication and interpersonal skills.

Preferred Qualifications

• Three (3) years of executive office experience preferred
• Experience with Workday is preferred.

Additional Information:

Responsibilities:

Inventory and Financial Reporting

• Maintain office equipment and assist with inventory of office, educational, and clinical supplies.

• Prepare and process work orders for Physical Plant, Telecommunications, and Creative Services.

• Serve as the primary contact for Property Services to ensure accurate department inventory records.

• Prepare and distribute financial reports as required.

• Collect and deposit funds following UAMS/CHP Cash Handling Procedures.

Communication, Scheduling, and Reporting

• Serve as primary point of contact for vendors, internal, and external stakeholders.

• Prepare and process correspondence including letters and memoranda.

• Schedule and attend department meetings; assist with agenda preparation and compile/distribute meeting materials.

• Coordinate special events including facility reservations, catering, and logistics.

• Reserve classroom space in accordance with course schedules.

• Provide administrative support for faculty research and scholarly activity, including semi-annual reporting.

• Upload syllabi and course evaluations to the College SharePoint site.

• Complete adjunct faculty request documentation and submit to the Dean's Office by established deadlines.

Student Recruitment and Admissions Support

• Manage and update the database for incoming student applications and transcripts.

• Assist co-chairs, directors, and faculty with the admissions process by:

  • Responding to applicant inquiries.

  • Scheduling admission interviews.

  • Ensuring compliance with CHP, UAMS, accreditation, federal, and state regulations.

• Maintain confidentiality of all applicant information.

• Prepare admissions letters, packets, and acknowledgment correspondence.

• Organize and process recruitment materials for faculty and student recruitment activities.

Research Support (CHP Research Assistant)

• Compile and manage the bi-annual Scholarly Activities report.

• Track and notify the College of upcoming research activities and grant opportunities.

• Monitor and report CHP grant submissions and deadlines.

• Attend Scholarly Activities Committee meetings.

• Maintain and update the CHP Research website with accurate information.

Other Duties as Assigned

Salary Information:

Required Documents to Apply:

Please contact askrecruitment@uams.edufor any recruiting relatedquestions.

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.

This position is subject to pre-employment screening (criminal background, drug testing, and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity. The information obtained in these reports will be used in a confidential, non-discriminatory manner consistent with state and federal law.