Executive Assistant III

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Closing Date: 12/20/2024 Type of Position: Professional Staff - Operations Job Type: Regular Work Shift: 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, affirmative action institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). Federal law prohibits the University from discriminating on these bases. 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. At UAMS we value Diversity, Equity and Inclusion. For general application assistance or if you have questions about a job posting, please contact Human Resources at askrecruitment@uams.edu. Department: COM | IOA Administration Department's Website: Summary of Job Duties: The Executive Assistant III will provide a high level of administrative support for the Department Chair and Executive Director of the Donald W. Reynolds Institute on Aging. Specifications for the position include managing day-to-day inquiries of the Chair and coordinating all day-to-day scheduling activities, managing incoming calls, preparing correspondence, assisting with newsletters, publications/manuscripts, grant applications, and community outreach programs. The Executive Assistant III will prepare annual/special reports, coordinate departmental meetings, prepare meeting agendas as well as take minutes. Duties will also include all other administrative related activities as assigned by the Executive Director of the Institute and/or the Institute's Administrator. The Executive Assistant must be detail oriented and have excellent writing, editing, and spelling skills to assist the Executive Director with correspondence for the Institute as well as typing and editing of research journal articles and proofing of research grant content Qualifications: Bachelor's degree plus four (4) years of administrative support experience, preferably at the executive level or High School diploma/GED plus eight (8) years of administrative support experience, preferably at the executive level required. Knowledge, Skills & Abilities: Proficient in MS Office applications: Word, Excel, Power Point, Outlook. Exceptional writing, spelling, and proofreading skills. Knowledge of A/V setup to arrange videoconferencing and online meetings. Preferred Qualifications: UAMS Workday systems. Knowledge of applicable UAMS computer tracking systems and databases. Additional Information: Responsibilities: Prepare all documents/materials/presentations for the Institute Director/Chair Type and edit correspondence for the Director/Chair Assist the Director with grant writing, editing, and formatting Assist the Director with letters, newsletters, publications/manuscripts, grant applications, and annual reports Secures speakers, meeting notifications, room bookings, ordering lunches, and room/AV setup. Prepares agendas, takes minutes, distributes handouts, etc. Schedules speakers from compliance or other presenters. Prepares handouts, takes/transcribes minutes, and maintains attendance records. Drafts meeting agendas. Organizes, maintains, and tracks the Director’s paper and electronic files and information. Opens and processes paper and electronic mail for the Director. Maintains appointment calendar and tracks/notifies the Director of schedule and appointments. Assists the Director with annual faculty evaluations, including scheduling appointments, maintaining files, etc. Assists with travel arrangements, and event reservations, and makes itineraries of visiting faculty, faculty recruitments, Grand Rounds speakers, etc. Assists with annual Geriatrics three-day conference and works with UAMS Office of Continuing Education Field calls from patients and relays messages to Chair and other calls to the RIOA main phone line. Performs other duties as assigned. Salary Information: Commensurate with education and experience Required Documents to Apply: List of three Professional References (name, email, business title), Resume Optional Documents: Special Instructions to Applicants: Recruitment Contact Information: Please contact askrecruitment@uams.edu 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: 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: N/A Frequent Physical Activity: N/A Occasional Physical Activity: N/A Benefits Eligible: Yes At the University of Arkansas for Medical Sciences (UAMS), we are looking for health care and non-health care professionals who believe in excellence as a way of life. If you think you have the skills and commitment to succeed at the highest level, consider a career at UAMS, the state’s only academic health sciences center. Combining diverse talents and expertise, our employees work together to provide advanced patient care. We currently have a wide variety of positions available, from patient care to support staff- we may have the perfect position for you. UAMS is Arkansas’ only comprehensive academic health sciences center. We educate and train the vast majority of the state’s physicians and prepare doctors, scientists, nurses, pharmacists and health professionals through innovation, compassion, teamwork and patient- and family-centered care so they can impact the world. UAMS rewards its nurses! Statewide opportunities are available in direct patient care, education, and research settings. We offer Bonus Programs, Hotel Lodging, New Graduate RN Residency and support for Clinical Ladder, National Certification, Shared Governance, and Recognition Programs to name a few. Go to nurses.uams.edu for more details. The University of Arkansas for Medical Sciences (UAMS) is committed to providing a safe and secure environment for students, faculty, staff, visitors, and prospective employees. The below report is provided in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) and the Higher Education Opportunity Act (HEOA). The report will provide you with information on campus safety and security including information on various policies and procedures for reporting crime, safety and security prevention and protection programs, victim assistance services, fire safety, and other materials to assist you in maintaining your safety and security. www.uams.edu/police.

Salary : $50,000