Executive Assistant - Facilities Management

Administrative Assistant for Facilities Management

The Executive Assistant for Facilities Management is responsible for providing comprehensive administrative and managerial support to the Associate Vice President of Facilities Management and other senior department leaders. This role requires executive professional-level administrative expertise and discretion in supporting facility construction, maintenance, operations, sustainability, Environmental Health and Safety (EHS) service professionals' campus-wide. The Executive Assistant to the Office of Facilities Management provides critical administrative assistance and customer relations for the Associate Vice Chancellor for Facilities, Director of Business, Fiscal, & Support Services, and Director of Sustainability. The Executive Assistant provides liaison support between the Chancellor's and Provost's offices, the Vice Chancellor of Finance/Administration, Senior Associate Vice Chancellor and Chief Administration Officer for Campus Services, other Vice and Associate Vice Chancellors, Deans, Faculty, Campus Facilities Directors, Staff, Legal Department, Procurement, Finance, Business Services, Human Relations, and Building Executives. Responsible for office management, departmental policy, reports, documentation, and to coordinate communication across teams to all levels within campus Facilities; other duties as assigned. The position will also provide administrative oversight and support for other administrative personnel within the organization. This position may also supervise part-time office staff and/or student workers. Regular reliable and non-disruptive attendance is an essential job duty, as is the ability to create and maintain collegial, harmonious working relationships with others.

Qualifications

Minimum Qualifications:

• Associate degree in Business Administration, Public Administration, Construction Management, Finance or a related field from an accredited school of higher education
• At least five years of administrative experience providing support to management, professional staff, or senior leadership
• Experience with Microsoft Office, SharePoint, and other data tracking tools

Applicable equivalencies may be considered on the above qualifications

Preferred Qualifications:

• Bachelor's degree in Business Administration, Public Administration, Construction Management, or a related field from an accredited school of higher education
• At least seven years of experience in executive office management and support
• At least three years of fiscal management experience
• Experience with UofA operations, policies, procedures, applicable laws and regulations
• Experience with university financial/HR information systems, administrative policies
• Experience communicating with diverse stakeholders; institutional leadership (Chancellor, Provost, Vice Chancellors, Deans), faculty, and students
• Certification in Microsoft Office
• Certification in SharePoint

Knowledge, Skills, & Abilities:

• Knowledge of professional-level administrative principles, office management practices, and organizational procedures in a professional or technical environment
• Knowledge of software application programs, database management and accounting principles
• Ability to interact and communicate with individuals at all levels of the institution
• Skill in providing administrative support to multiple senior leaders, including calendar management, meeting coordination, and meeting minutes
• Skill in planning and organizing departmental training sessions, workshops, and events
• Skill in maintaining project calendars for leaders in Facilities and peers and campus leadership
• Skill in composing, editing, and proofreading business correspondence and reports with attention to detail, accuracy, and professionalism
• Knowledge of computer software and office systems, including Microsoft Office Suite, Adobe Acrobat, SharePoint, and project management tools
• Ability to manage multiple priorities and adapt to changing work assignments in a fast-paced environment
• Ability to work independently, demonstrate initiative, and contribute to continuous process improvement within the department
• Interpersonal skills and being able to handle sensitive and confidential information
• Ability to conduct research, resolve operational problems, and prepare required reports
• Ability to plan, organize and coordinate activities, resources, and materials associated with the needs of the department or program

Salary Information: $51,021 - $57,398; Commensurate with education and experience

Required Documents to Apply: Cover Letter/Letter of Application, Resume

Optional Documents: License or Certificate (see special instructions for submission instructions), Proof of Veteran Status

Recruitment Contact Information: Troy Vela, Strategic Talent Acquisition Specialist, View email address on click.appcast.io

All application materials must be uploaded to the University of Arkansas System Career Site

Please do not send to listed recruitment contact.

Special Instructions to Applicants:

Pre-employment Screening Requirements:

Criminal Background Check, Motor Vehicle Reports Check, Sex Offender Registry

The University of Arkansas 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 and a sex offender registry check. For certain positions, there may also be a financial (credit) background check, a Motor Vehicle Registry (MVR) check, and/or drug screening. Required checks are identified in the position listing. 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 seeks to attract, develop and retain high quality faculty, staff and administrators that consistently display practices and behaviors to advance a culture that embeds equal opportunity, educational excellence and unparalleled access for all.

The University of Arkansas is an equal opportunity institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of any category or status protected by law, including age, race, color, national origin, disability, religion, protected veteran status, military service, genetic information, sex, sexual preference, or pregnancy. 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 Application information is subject to public disclosure under the Arkansas Freedom of Information Act.

Benefits Eligible:

Yes