Administrative Specialist III - Institutional Advancement
Arkansas State University-Beebe

Position Type:

Non Classified

Administrative Specialist III - Institutional Advancement

Administrative Specialist III

ASU Beebe

GENERAL DESCRIPTION OF POSITION
This position reports directly to the AVC for Institutional Advancement and is the first point of contact for visitors, students, faculty, and staff and is responsible for general office duties. Assists the AVCIA with correspondence, scheduling appointments, completing forms, budgeting, and purchasing, etc. Excellent oral and written communication skills are required. Work proficiently with Microsoft Office 365 and its products to create and maintain spreadsheets, databases, and correspondence as required. Must be able to prioritize responsibilities and work independently with minimum supervision with the ability to meet deadlines as requested referring to the AVCIA for final approval. This position is responsible for handling confidential information with professionalism at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Perform general administrative duties to support the Associate Vice Chancellor for Institutional Advancement including answering telephone, making copies, and developing correspondence as needed. Provide customer service as first point of contact for visitors, students, faculty, and staff via phone, email, and/or in person.
2. Compose, edit, and/or format business correspondence and reports for Advancement office. Proofread written communication to ensure proper usage, punctuation, spelling, and grammar. Communicate the content and intent of information accurately.
3. Create and maintain spreadsheets, databases, and correspondence as required by AVCIA
4. Maintain AVCIA's and Advancement office calendar, prepare items for scheduled meetings, catering requests, and arrange office space. Process incoming and outgoing mail, communicate reminders of reports and deadlines. Attend meetings and take minutes as requested by AVCIA.
5. Coordinate with others to ensure that the Institutional Advancement office has coverage at all times during business hours.
6. Work proficiently with Microsoft Office 365 and its products. Train regularly and keep up with specialized software applications and systems used in the Advancement office.
7. Maintain departmental budgets for ordering supplies and maintaining inventory; obtains AVCIA approval prior to all purchases; prepares items for submission to M&R; enters requisitions and receives materials; maintains P-card; and assists with inventory including supporting annual procurement efforts.
8. Assist with travel arrangements including reserving vehicle, travel approval forms, and travel reimbursements as needed by the AVCIA and Institutional Advancement division.
9. Maintain and keep updated donor records, payments, payroll deductions, and deposits made to ASU System Foundation via ASUB Finance/Administration office, in coordination with Development Officer.
10. Maintain alumni rosters, donor lists, private scholarship applications received lists, and mailing lists for Institutional Advancement.
11. Maintain confidentiality of work at all times, work effectively under pressure, exercise initiative, and represent ASU-Beebe and the Institutional Advancement office professionally at all times.
12. Prioritize work with respect to importance and to meet recurring and critical deadlines.
Perform any other related duties as required or assigned.

Knowledge of a specialized field (however acquired), such as basic accounting, computer, etc. Equivalent of four years in high school, plus night, trade extension, or correspondence school specialized training, equal to two years of college. plus 3 years related experience and/or training or equivalent combination of education and experience.

$27,062

occasionally

occasionally

regularly

regularly

regularly

occasionally

occasionally

regularly

frequently

occasionally

Close vision, Distance vision, Color vision, Peripheral vision, Depth perception, Ability to adjust focus

This position will be subject to a pre-employment criminal, sex-offender registry background check. In cases where pre-determined, an additional financial/credit history/ background check may be required as well. Convictions that have been sealed or legally eradicated and misdemeanor convictions for which probation was completed and the case was dismissed, will be excluded. Disclosure does not constitute an automatic bar to employment. Factors such as dates of the offense, seriousness and nature of the violation, rehabilitation and position applied for will be taken into account.

Both

Arkansas State University-Beebe shall provide equal opportunity for employment to all persons regardless of race, color, religion, sex, national origin, disability, age, or veteran status, and shall strive to achieve full and equal employment opportunity throughout our campuses for faculty and staff. Our goal is to foster a workplace community where individuals are valued for their diverse backgrounds and differences.

NC2042014

10/18/2023

Yes

NOTE: If you are a veteran, disabled veteran, or spouse of a deceased veteran and would like Veteran's Preference, we will need to see proof of status in order to grant that. Please see Veteran's Preference section of the application for specific proof.

Applicants for this position with ASU-Beebe must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States and with ASU-Beebe such as H1-B, F-1 (CPT/OPT), TN or any other status.

U.S. Department of Labor

• Know Your Rights https://www.dol.gov/sites/dolgov/files/OFCCP/regs/compliance/posters/pdf/22-088_EEOC_KnowYourRights-ScreenRdr.pdf

• Family and Medical Leave Act (FMLA) https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/fmlaen.pdf (English) https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/fmlasp.pdf (Spanish)

• Employee Polygraph Protection Act https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/eppac.pdf