Administrative Specialist III, Office of the Dean of Students

Job Type: time type Full time

Job Number: job requisition id R0088523

Location:
Fort Smith

Current University of Arkansas System employees, including student employees and graduate assistants, need
to log in to Workday via MyApps.Microsoft.com, then
access Find Jobs from the Workday search bar to view and apply for open positions. Students at University of Arkansas System will also view
open positions and apply within Workday by searching for “Find Jobs for Students”.

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the specified Closing Date (if designated).

If you close the browser or exit your application prior to submitting,
the application process will be saved as a draft. You will be able to access and complete the application through “My Draft Applications”
located on your Candidate Home page.

Closing Date:

Type of Position:
Staff –
Clerical

Workstudy
Position:

No

Job
Type:
Regular

Work
Shift:

Sponsors
hip Available:

No

Institution Name:

University of Arkansas at Fort Smith

University of Arkansas – Fort Smith

The University of Arkansas
– Fort Smith is a dynamic, mid-sized public university that’s redefining higher education. We’re on a mission to provide transformative,
hands-on learning experiences for students of all backgrounds and aspirations. Our multi-faceted approach to education offers a wealth of
opportunities, with over 70 academic programs, including certificates, associate, bachelor’s, and master’s degrees. We’re committed to
building a diverse community that mirrors Arkansas’s rich tapestry, reflecting our dedication to serving the state’s varied population while
enhancing the quality of our institution.

As an employer, the University of Arkansas offers a vibrant work environment and a
workplace culture that promotes a healthy work-life balance. The benefits package includes university contributions to health, dental, life,
and disability insurance, tuition waivers for employees and their families, 12 official holidays, immediate leave accrual, and a choice of
retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

Fort Smith,
Arkansas

Nestled along the Arkansas River, this vibrant city offers a perfect blend of history, culture, and natural beauty.
Immerse yourself in the rich heritage of the Old West at the Fort Smith National Historic Site, explore the eclectic local art scene, or
take a scenic stroll along the picturesque riverfront trails. With a welcoming community, diverse dining options, and a thriving downtown,
Fort Smith is the ideal destination for history enthusiasts and those seeking modern amenities.

Thank you for your interest in
joining our university. Below you will find details for the position including any supplementary documentation and/or questions you should
review before submitting your application. For general application assistance or if you have questions about a job posting, please contact
Human Resources at (479) 788-7080.

If you have a disability and need assistance with the hiring process please contact Human
Resources at 479-788-7080. Applicants are required to submit a request for each position to which they have
applied.

Department:
Dean of Students

Department’s
Website:

Summary of Job Duties:
The
Administrative Specialist III is responsible for coordinating office activities, researching and preparing special reports, and developing,
revising, and recommending administrative policies and procedures as directed by supervisor. This position is governed by state and federal
laws and agency policy.

Qualifications:

Required Education and/or Work Experience: Minimum
qualifications include a bachelor’s degree from an accredited institution, strong communication skills, and the ability to work with diverse
populations. Two years of related office and/or customer service experience needed. Bilingual and ability to read, write and speak Spanish
proficiently is preferred.

The Administrative Specialist III provides advanced, high-level administrative and operational support to
the Office of the Dean of Students and serves as a vital operational anchor for the Student Affairs Office. Reporting directly to the Dean
of Students, this position is responsible for maintaining peak office efficiency, ensuring meticulous regulatory compliance and
confidentiality, and managing complex schedules.

Essential Job Duties and Responsibilities:

Calendar and Meeting
Management and Office Maintenance – 18%

• Schedule and confirm appointments for the Dean of Student and designated Student
  Affairs staff.

• Manage the primary calendar for the Dean of Students, while providing secondary scheduling and meeting
  coordination support for the broader leadership team as needed.

  
  

• Prepare agendas and take minutes for departmental
  meetings.

• Coordinate logistics for student conduct hearings, case management team meetings, and department support
  meetings.

  
  

• Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork
  and by providing leadership to student employees. Requires consistent on-time attendance.

Document Preparation and
Management – 8%

• Draft, edit, and format official correspondence, memos, and reports.

• Maintain confidential
  student files in accordance with FERPA regulations.

  
  

• Create and manage spreadsheets for tracking student conduct cases and
  outreach efforts.

Front Desk and Student Support – 20%

• Performs basic reception and clerical duties
  for the Office of Student Affairs

• Respond to inquiries regarding student services, policies, and
  procedures.

  
  

• Direct students to appropriate campus resources and offices.

Event Coordination – 10%

• Reserve rooms and arrange catering for student events and workshops.

• Prepare materials and signage for events
  hosted by the Student Affairs Office.

  
  

Budget and Purchasing Support – 15%

• Creates and tracks purchase
  orders, travel requests, contracts, and reimbursement requests; assist in the development and tracking of departmental budget
  reports.

  
  

• Monitor departmental budget expenditures and maintain accurate financial records.

• Order supplies and
  manage inventory for the office.

  
  

Compliance and Confidentiality – 17%

• Ensure all communications and
  records comply with university policies and federal regulations.

  
  

• Handle sensitive information with discretion and
  professionalism.

• Assist the Director of Title IX with tracking case timelines and ensuring the timely dispatch of official
  compliance correspondence.

  
  

Administrative Coordination – 7%

• Assist with onboarding new staff or
  student workers.

  
  

• Maintain office procedures and update manuals, as needed.

• Assist with compiling research and
  reports, as needed.

  
  

• Coordinate with all supported administrators to establish weekly task priorities under the direct
  oversight and direction of the Dean of Students.

Other Job Duties and Responsibilities – 5%

• Other
  duties as assigned.

Knowledge, Skills, and Abilities: To perform the job successfully, the following competencies
are required for the essential functions of this position:

• Provide excellent customer service skills including proper
  telephone etiquette and pleasant phone voice.

• Knowledge of grammar, punctuation, spelling, and
  proofreading.

  
  

• Knowledge of general office procedures.

• Ability to successfully support multiple administrators
  while maintaining clear communication regarding bandwidth.

  
  

• Ability to operate standard office
  equipment.

• Demonstrate strong computer skills and knowledge of various software programs.

  
  

• Ability to adapt to
  a changing environment, deal with frequent changes, delays, or unexpected events.

• Exhibit planning and organizational skills,
  including the ability to prioritize work activities and use time efficiently

  
  

• Demonstrate ability to maintain absolute
  confidentiality regarding complex civil rights (Title IX), legal, and student crisis matters.

• Ability to multitask and
  delegate responsibility.

  
  

• Ability to consistently be on time.

Technology and Systems Use

• Use Microsoft Office Suite and university platforms to generate reports and presentations.

• Use Workday to track
  departmental budgets and other tasks.

  
  

• Update digital television messaging.

• Troubleshoot basic tech issues and
  coordinate with IT when needed.

  
  

Additional Information:

Working Relationships: Works with Student
Affairs and Enrollment Management staff, faculty and staff across campus, students, and members of the local community.

List
Employees Supervised: No professional staff reports, but the chosen candidate will have limited supervision over student assistants and
student workers.

Special Job Dimensions: Work performed primarily in an office setting. While performing the duties of this
job, the employee regularly exhibits digital dexterity when entering data into computer. The employee frequently sits for extended periods
of time and occasionally stands and walks. Vision demands include close, relatively detailed vision when focusing on a computer screen.
Employee regularly talks and hears. Employee occasionally lifts items up to 50 pounds. Routine work schedule Monday through Friday, 8:00am
to 5:00pm.

Background Check Requirements. Criminal Background Check and Motor Vehicle Registry (MVR) Check.

This job
description is not designed to contain a comprehensive listing of activities, duties, and/or responsibilities that are required of the
employee for this job. Duties, responsibilities, and activities may change at any time without
notice.

Salary
Information:

$31,315

Required Documents to Apply:

Cover Letter/Letter of Application,
List of three Professional References (name, email, business title), Resume, Unofficial/Official
Transcript(s)

Optional
Documents:

Special Instructions to
Applicants:
Full consideration will be given to candidates who apply by July 30,
2026

Recruitment Contact
Information:

HR
479-788-7080

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:
Criminal Background Check, Motor Vehicle Reports
Check

This position may be subject to a pre-employment criminal background check, sex offender registry check, financial history
background check, and/or drug screening. A criminal conviction or arrest pending adjudication and/or adverse financial history alone shall
not disqualify an applicant in the absence of a relationship to the requirements of the position. Background checks and drug screening
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

Frequent Physical
Activity:
Talking

Occasional Physical Activity:
Walking

Benefits
Eligible:
Yes

Tagged as: Employment