Executive Assistant I at University of Arkansas System

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Closing Date

12/05/2025

Type of Position

Professional Staff - Operations

Job Type

Regular

Work Shift

Day Shift (United States of America)

Sponsorship Available

No

Institution Name

University of Arkansas for Medical Sciences

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.

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 orientation, 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.

For general application assistance or if you have questions about a job posting, please contact Human Resources at [email protected].

Department

CPH | Epidemiology

Department's Website

Summary of Job Duties

The Executive Assistant I for the UAMS Department of Epidemiology in the Fay W. Boozman College of Public Health provides high-level administrative support to the Department Chairperson, 14+ full-time faculty members, and helps with students enrolled in the Master's and Doctoral programs. This position manages and coordinates daily operations for the Department and is responsible for maintaining office efficiency, as well as implementing office systems and procedures. The Executive Assistant I may also supervise and/or coordinate the work of other office assistants. Proficiency with MS Office Suite and Workday is also required.

If you're organized, proactive, and eager to contribute to the success of a dynamic academic department, we encourage you to apply and join our team at UAMS! A high level of professionalism, the ability to work under pressure, prioritize tasks, and meet deadlines, along with being highly self-motivated, are essential qualities for success in this role.

Qualifications

• Bachelor's degree plus two (2) years of administrative or related experience or
• High School diploma/GED plus six (6) years of administrative or related experience required.
• Specific Experience Required in addition to the minimum qualifications: Experience providing administrative support to an academic/research/clinical/programmatic unit or administrative office, including 1 year in a leadership or supervisory role.
  
  

Knowledge, Skills & Abilities

• Excellent computer skills, including proficiency in the Microsoft Office suite (Word, Excel, PowerPoint, etc.).
• Working knowledge of Workday.
• Knowledge of UAMS/State business process (e.g., travel and purchasing).
• Excellent interpersonal and communication skills.
• Excellent organizational and time-management skills.
• Excellent written and verbal skills.
• High level of professionalism; ability to work under pressure, prioritize tasks, and meet deadlines; highly self-motivated.
  
  

Preferred Qualifications

• Experience providing high-level administrative support to an academic/research/clinical/programmatic unit or administrative office, including 2 years in a leadership or supervisory role.
• Excellent knowledge of Workday.
  
  

Additional Information

Responsibilities

• Serves as lead support for the Department by directly supporting the Department Chair, maintains calendars, schedules appointments, coordinates meetings, and special events of various sizes and levels of complexity.
• Coordinates and processes travel.
• Schedules, coordinates, and implements Department projects, meetings, and events to meet overall department and program goals, objectives, and deadlines.
• Coordinates and processes travel for departmental faculty, staff, and official guests with the UAMS Travel Office.
• Maintains full responsibility for processing payments and reconciliation of the departmental Travel and P-card accounts, processes reimbursement for faculty, staff, and official guest travel, and prepares itineraries for visitors.
• Maintains copies of faculty curriculum vitae and biographical sketches for department files.
• Provides general departmental orientation for new faculty.
• Set up miscellaneous payees and process miscellaneous payments for various staff, trainees, and students.
• Serves as the primary point of contact and liaison for the Department.
• Welcomes department visitors and students and facilitates visits for visiting faculty and guests.
• Answers phones, responds to office inquiries, and provides information regarding policies and procedures as needed.
• Assists with and coordinates photocopying and processing of incoming mail researches information to resolve problems or issues related to department operations.
• Initiates requests for personnel transactions, including requests for new hires, concurrent employment coordinates, and processes travel for departmental students and trainees with the UAMS Travel Office, maintains full responsibility for processing payments and reconciliation of the departmental Travel and P-card accounts, and processes reimbursement for students and trainees.
• Schedules, organizes, sends out reminders for, and coordinates the classroom space for faculty meetings, takes minutes, and prepares them for review and archiving.
• Provides support for academic programs when other department staff are unavailable.
• Orders supplies, maintains inventories of all assets, requests services and equipment maintenance and repairs, manages and processes equipment leases, and software updates.
• Responsible for all aspects of purchasing for the department, including faculty-operated laboratories.
• Creates and/or maintains department financial records, monitors expenditures and accuracy of transactions, and provides status reports on departmental accounts as required, using Workday reports and internal records.
• Works with the Department Chair to address workspace and resource issues and collaborates with the Department Chair and the COPH Dean's office administrative staff regarding space allocation, financial policies, and processes.
• Performs other duties as assigned.
  
  

Salary Information

Salary is commensurate with education and experience.

Required Documents to Apply

Resume

Optional Documents

Special Instructions to Applicants

Applicants must upload a resume to be considered for the position.

Recruitment Contact Information

Please contact [email protected] for any recruiting related questions.

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

No Background Check Required

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.

Constant Physical Activity

Lifting, Manipulate items with fingers, including keyboarding, Sitting, Walking

Frequent Physical Activity

Hearing, Talking

Occasional Physical Activity

N/A

Benefits Eligible

Yes