Institutional Assistant

Type of Position:
Professional Staff - Institutional Affairs

Workstudy Position:
No


Job Type:

Regular


Work Shift:


Sponsorship Available:
No


Institution Name:

University of Arkansas at Little Rock
The University of Arkansas at Little Rock is a metropolitan research university that provides an accessible, quality education through flexible learning and unparalleled internship opportunities. At UA Little Rock, we prepare our more than 8,900 students to be innovators and responsible leaders in their fields. Committed to its metropolitan research university mission, UA Little Rock is a driving force in Little Rock's thriving cultural community and a major component of the city and state's growing profile as a regional leader in research, technology transfer, economic development, and job creation.

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 contact Human Resources at 501-916-3180 .

For general application assistance or if you have questions about a job posting, please contact Human Resources at 501-916-3180 .


Department:

Finance & Administration

Department's Website:
ualr.edu/vcfa


Summary of Job Duties:

The Institutional Assistant provides highly-skilled, executive level administrative support for the Office of the Vice Chancellor for Finance and Administration (VCFA/AVCF) and the departments under the Finance and Administration umbrella. Duties include but are not limited to managing projects, finance and budget records, personnel related actions, and communications; managing websites and forms; designing, administering, and managing training programs; managing institutional insurance programs; and serving as a liaison between the VCFA office and internal and external parties. This position is governed by state and federal laws and agency/institution policy.


Qualifications:


Required Education and/or Experience
  • An earned bachelor's degree from an accredited college or university;
  • A minimum of five years of professional experience in public administration, business, management, or related field.


Preferred Education and/or Experience
  • Master's degree from an accredited college or university.
  • Seven years of professional experience in administration, business, management, or related field;
  • Experience in higher education;
  • Experience with Workday or other ERP system.


Job Duties and Responsibilities

Institutional Support
  • Design, update, and maintain forms used by Finance and Administration departments and communicate to campus, as necessary;
  • Design, administer, and/or manage Finance and Administration training programs, including but not limited to Red Flag, Cash Handling, P-Card, CTS/Travel Card, Safe Colleges, and Litmos security training;
  • Manage fiscal year-end calendar and coordinate planning meetings with departmental representatives. Monitor calendar activities daily during the year-end process, update calendar, and send out reminders to ensure year-end activities are on schedule;
  • Campus event calendar liaison between VCFA and the Office of Communications;
  • Maintain VCFA/AVCF recurring items, state reports due dates, and campus notification calendars to ensure compliance with state, UA System, and institution reporting and notification requirements;
  • Provide support to the Workday Project One core team.


Communications
  • Manage internal and external communication on behalf of the Office of Finance and Administration, including composing, proofreading, and disseminating;
  • Webmaster and content manager for Finance and Administration department websites; ensure website design follows the institutional brand and craft a strong content strategy that is current, relevant, and presents the key message of the office and its departments.


Personnel
  • Manage on/offboarding, including budget verification and line item max documentation.
  • Coordinate line item max requests with Human Resources and UA System, for Finance and Administration departments.


Personal Use of University Vehicles
  • Maintain personal use of university vehicles records; process vehicle changes and annual notices; transmit updates to the Payroll Office.


Insurance
  • Manage institutional insurance policies in coordination with UA System; maintain and update Statement of Values and Fine Arts Schedule; manage claims and coordinate with General Counsel, as needed;
  • Coordinate professional liability insurance coverage for nursing and social work students with the Bursar's Office and UA-Fayetteville; reconcile and process annual invoices for payment.


Policy Manager
  • Maintain UA Little Rock's institutional policies records and website; research policy issues; draft new policies and revise current policies, as requested; ensure compliance with UA System policies, and collaborate with university constituents on policy issues;
  • Serve on the Policy Management Board.


Projects
  • Manage assigned projects and events, including planning, overseeing, and documenting all aspects of the specific project; work closely with upper management to make sure scope and direction of project is on schedule, as well as other departments for support


Other
  • Backup to Program Coordinator;
  • Other duties as assigned.


Knowledge, Skills, and Abilities
  • Excellent customer relations skills;
  • Exceptional interpersonal relations skills with the ability to interact effectively with internal and external customers;
  • Ability to work independently;
  • Knowledge of department operations, policies and procedures, applicable laws and regulations;
  • Knowledge of accounting principles;
  • Knowledge of standard office practices;
  • Excellent written and oral communication skills;
  • Excellent records management, proofreading and editing skills;
  • Ability to multi-task and organize;
  • Analytical skills and ability to research data or issues and summarize concisely;
  • Knowledge of web design and design software.
  • Proficient in Microsoft Office;
  • Knowledge of Google products (Groups, Drive, Sheets, and Docs);
  • Skilled in Adobe Acrobat Pro, especially in the development of forms.


Salary Information:
$36,000 - $46,285

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

Optional Documents:


Additional Information:


Recruitment Contact Information:
Sheri O'Brien, Contract Review Information, siobrien@ualr.edu

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:


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 at Little Rock is an equal opportunity employer committed to a diverse workforce.

The University of Arkansas at Little Rock is an equal opportunity, affirmative action employer and actively seeks the candidacy of minorities, women, veterans, and persons with disabilities. Under Arkansas law, all applications are subject to disclosure. Persons hired must have proof of legal authority to work in the United States.

Constant Physical Activity:
Hearing, Manipulate items with fingers, including keyboarding, Repetitive Motion, Sitting, Talking


Frequent Physical Activity:

Standing, Walking


Occasional Physical Activity:

Crouching, Kneeling, Lifting


Benefits Eligible:

Yes