Administrative Operations Coordinator

Administrative Operations Coordinator

The Division of Student Affairs Administrative Operations Coordinator is an administrative support position that serves as an initial point of contact for visitors to the Office of the Vice Chancellor for Student Affairs. This position will provide administrative support, fiscal support, and communication support. This position requires in-person, on-site work during university business hours (Monday–Friday, 8:00 a.m.–5:00 p.m.). This position is governed by state and federal laws, and agency/institution policy.

Qualifications

Required Education and/or Experience

• The formal education equivalent of an associate degree, plus two (2) years of experience in program administration or related area.

Other job-related education and/or experience may be substituted for all or part of these basic requirements.

Preferred Education and/or Experience

• Bachelor's degree;
• Experience working with a diverse population;
• Previous experience working with college students;
• Strong understanding of navigating policies and procedures, procurement, vendors, and other financial tasks.

Job Duties and Responsibilities

Front Desk & Administrative Support (40%)

• Manage front desk operations for the Office of the Vice Chancellor for Student Affairs, ensuring professional and responsive service;
• Serve as the primary point of contact for students, faculty, staff, parents/guardians, and visitors;
• Answer phones, route calls, and respond to general inquiries;
• Schedule meetings and assist with calendar coordination for office leadership;
• Coordinate meeting logistics, room reservations, and preparation of meeting materials;
• Prepare and format routine correspondence, reports, and meeting materials;
• Maintain organized filing systems (paper and electronic)

Office Operations & Coordination (35%)

• Coordinate daily office operations, including maintenance requests, supply procurement, and inventory tracking;
• Assist with organizing and maintaining office systems, records, and shared resources;
• Coordinate and maintain office systems, records, shared resources, and operational procedures to support efficient office operations;
• Support workflow coordination and ensure timely completion of administrative tasks;
• Maintain internal contact lists and resource information to support office operations:
• Serve as an initial point of contact for student inquiries and concerns and assist with connecting students to appropriate university resources and services;
• Provide general information and guidance on university services, policies, and procedures;
• Report student concerns to the Executive Manager for Student Affairs to ensure the
• Inform the Executive Manager for Student Affairs of routine concerns and of complex or sensitive issues that require escalation.

Fiscal & Administrative Support (10%)

• Assist with purchasing processes, including requisitions and ordering supplies;
• Support travel authorizations and reimbursement documentation;
• Maintain basic tracking of expenditures and assist with resolving routine administrative or financial issues;
• Provide administrative support for financial reporting processes as needed.

Program & Staff Support (10%)

• Assist with coordinating schedules and tasks for student workers;
• Support onboarding processes and basic training coordination for student employees;
• Assist with planning and logistics for meetings, events, and divisional activities;
• Provide general support for employee engagement initiatives and office activities.
• Assist as needed with division-level communications;
• Coordinate the development of a regular Student Affairs newsletter;
• Prepare drafts, letters, memoranda, reports, etc. for final copy.

Special Projects & Additional Duties (5%)

• Assist with special projects and divisional initiatives as assigned;
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of Banner and Workday systems;
• Knowledge of university budget and finance policies, procedures, and operations;
• Knowledge of state, federal, and university rules, regulations, and procedures;
• Ability to work in a diverse and dynamic environment;
• Ability to work collaboratively and independently with common goals as a part of a team;
• Ability to make sound judgments and assist in resolving student concerns;
• Effective interpersonal communication, writing, and organizational abilities;
• Civility in all interactions of a public or confidential nature;
• Demonstrate follow-up contacts and consultations in a timely manner;
• Ability to coordinate the activities of campus academic and/or social programs;
• Ability to evaluate collected information and formulate recommendations;
• Ability to compile information into report form.

Salary Information: $30,733

Required Documents to Apply: Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume

Optional Documents:

Special Instructions to Applicants:

Recruitment Contact Information:

Shannon Maxwell, Executive Manager for the Division of Student Affairs, View phone number on click.appcast.io, 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.

Pre-employment Screening Requirements:

Criminal Background Check, Financial Credit Check, Sex Offender Registry

The University of Arkansas at Little Rock 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 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.

Constant Physical Activity:

Hearing, Repetitive Motion, Sitting, Talking

Frequent Physical Activity:

Pulling, Pushing, Reaching, Repetitive Motion, Sitting, Standing, Talking, Walking

Occasional Physical Activity:

Balancing, Stooping

Benefits Eligible:

Yes