- Job Detail
- The Administrative Specialist II is responsible for providing administrative and clerical support to the dean and to the faculty of the health science division; collecting and compiling data; researching and preparing special reports; examining, creating, and verifying documents; organizing and maintenance of records; communicating professionally in various capacities; and performing other general office duties.
- A skills assessment test may be required prior to selection for an interview. Selected applicants will be contacted for the scheduling of this test.
- This position reports to the Dean of Health Sciences.
- Job type: full-time, mainly day-time hours M – F (Business Hours of the College), although there are occasional evening hours required.
Duties and Responsibilities:
- Essential job functions
- Researches, collects, and organizes data pertinent to programs, division, and/or institutional goals and objectives and prepares program department reports and division reports.
- Develops, assists with, and reviews budgetary reports and monitors expenditures to ensure optimum operating efficiency and compliance with institutional, state, federal, and regulations.
- Assists in reviewing and/or revising policies, procedures, catalog, syllabi, book adoption, and/or other assigned files.
- Creates and reviews documents including, but not limited to, applications, forms, records, and reports for accuracy, completeness, and compliance with laws and regulations and makes necessary corrections.
- Organizes and maintains records, files, and electronic workspaces.
- Provides information, assistance, and clarification to interested parties (both internal and external to SouthArk) on a professional level, through interactional methods and communication, including but not limited to: face-to-face, virtual (synchronous and asynchronous), phone, and electronic documentation.
- Reviews, answers and/or prepares correspondence for departmental, divisional, and/or institutional needs.
- Assists with monitoring workload/duties of student workers, extra help personnel, and student internes.
- Prepares meeting agendas. Attends and takes minutes at various meetings.Disperses meeting minutes.
- Assists supervisor by maintaining appointment calendar and task list, making travel, meeting, and other needed arrangements.
- Organizes and coordinates faculty members’ purchasing requests and travel requests. Orders program, departmental, divisional, and/or institutional supplies and equipment.
- Provides administrative support to faculty members with 1) administrative tasks for academic programs and 2) non-instructions tasks for educational courses.
- Completes room scheduling for division.
- Attends applicable professional development to stay abreast of trends in applicable areas.
- Participates in safety-related activities and assist with ensuring safety of others.
- Maintains physical appearance of office area. Maintains office-related machines.
- Monitors and assists with maintaining common areas of the division and classroom/laboratory spaces. Reports problems to responsible party.
- Participates on assigned committees and/or task forces.
- Abides by institutional, state, federal, and governing body policies, procedures, and regulations.
- Performs other duties as assigned.
- Non-essential job functions
- Student recruiting
- Student advising
- Travel may include, but it is not limited to: completing purchases in local area, attending meetings/events/activities at various SouthArk campuses and facilities, delivering/picking-up from local community partners (could be program department, division, or college items).
APPLICATION PROCESS (PLEASE FOLLOW THE DIRECTIONS TO APPLY):
Applicants must complete the South Arkansas College application form available at www.southark.edu/app. Resumes, transcripts, and reference list may accompany, but will not replace the application.
Applications will be accepted until the position is filled. Applications are subject to the Arkansas FOIA. South Arkansas College is an Affirmative Action/Equal Opportunity Employer. South Arkansas College does not discriminate on the basis of race, sex, color, religion, national origin, age, handicap, or veteran status in the provision of educational or employment opportunities or benefits.
The college is in compliance with titles VI and VII of the Civil Rights Act of 1964; title IX of the Educational Amendments of 1972; Section 504 of the Rehabilitation Act of 1973; and the Americans with Disabilities Act of 1990 (ADA), and all other federal and state laws related to equal opportunity practices.
Chosen Candidate will be required to submit to a criminal background check and have acceptable background results, provide any certificates of training (if the candidates possess any) or Licenses, Official Transcripts (for positions requiring undergraduate or graduate education), must have a clean driving record and must complete all new hire paperwork prior to starting work.
Required Education and Experience:
- Possess a high school diploma or the education equivalent with two years of experience in administrative and/or clerical work or a related field.
Preferred Education and Experience:
- Possess an associate’s degree or higher with four years of experience in administrative and/or clerical work or a related field, preferably in a business and/or office management area; Microsoft Office certifications; any WAGE certificates.
- Fine motor coordination and dexterity used to complete computer work, physical documentation, use office equipment.
- Gross motor skills used to push, pull, lift, hold, carry objects [must be able to lift 40 pounds independently].
- Gross motor skills used to reach, twist, and bend.
- Sit for numerous hours during the day.
- Stand for limited durations throughout the day.
- Move throughout building, across campus, between campuses, and in local geographic area.
- Complete repetitive tasks using repetitive motions.
- Attention (sustained, divided), following, memory, categorization, pattern recognition, and sequencing/structuring.
- Insight, prioritization, analyze, assessment and evaluation, judgement, problem solving, and critical thinking.
- Develop and create.
- Initiation, carry-over.
- Social perceptiveness and active listening.
- Emotional regulation and self-control.
- Work within arm’s length of others.
- Some distracting noises and sounds.
- Open office area, academic building, college campus.
Skills and Abilities:
- Skilled in computer and software use, especially Microsoft applications.
- Read information and learn how to complete new tasks and duties.
- Common office equipment operation proficiency.
- Professional and pleasant demeanor, team-oriented, and problem-solving ability.
- Exceptional and articulate verbal and written communication skills.
- Good listening skills and ability to follow directions.
- Excellent organizational, time management, flexibility, and prioritization skills.
- Ability to multi-task, prioritize tasks, and follow up on assigned duties.
- Ability to determine action steps, organize sequence of actions needed to initiate and complete work tasks and duties, and evaluate results leading to corrective actions as needed.
- Complete work without habitual errors.
- Knowledgeable of data collection, research, and creation of reports.
- Basic financial and budgetary knowledge and ability.
Train others in computer and administrative processes and procedures.