Administrative Specialist II - Math & Science

Administrative Specialist II - Math & Science

Position Type:
Non Classified

Classification

Title:

Administrative Specialist II

Campus

Location:

ASU Beebe

General Description:

Arkansas State University – Beebe, a two-year residential community college associated with the Arkansas State University System, invites applications for an Administrative Specialist II for the Math & Science Division to begin January/February 2026. The primary purpose of this position is to assist the Dean of Math & Sciences.

Essential Duties And Responsibilities:

• General administrative duties:
  Serves as point of contact for visitors, students, faculty and staff via phone, email, and/or in‑person. Supports division, faculty, and dean by answering telephone, making copies for the dean, and developing correspondence as needed. Processes mail in/out; maintains physical/digital office filing system; assists in division website content management and data requests.
• Purchasing/budgeting/inventory:
  Maintains departmental accounts for ordering supplies and maintaining inventory; prepares items for submission to M & R and transfer of property; enters requisitions and receives materials; maintains P‑Card; assists with inventory including supporting annual procurement efforts; assists faculty in locating resources; processes faculty/staff requests to advancement for promotional items; maintains list of loaned departmental items for checkout. Maintains copier by arranging service and supplies;
  
  prepares copier report.
• Coordinating Division Events and Recruitment:
  Maintains dean and division calendars. Organizes, coordinates, plans, and conducts division events by securing space, equipment, food, invitations, and announcements. Facilitates recruiting events by organizing volunteers and coordinating table setup and displays. Assists division in coordinating events and functions in conjunction with other campus groups such as student services or institutional advancement. Coordinates scheduling of math and science facilities. Attends division recruitment events as needed.
• Division employee support:
  Supports division in onboarding new employees; makes arrangements for phone, computer, business cards, , and any required training. Processes pay authorizations and overloads for faculty. Supervises student workers as needed. Supports the Dean and faculty in making travel arrangements, in preparing TR‑1s, and in submitting forms for payment. Submits trouble tickets for IT and maintenance as requested. Submits service orders and key requests to the physical plant as needed.
• Faculty and Student Support:
  Assists in the preparation, collection, and submission of faculty syllabi; ensures posting of office hours; maintains digital copies of course syllabi; manages classroom schedules; communicates reminders of reports and deadlines to faculty (i.e. submission of grades, attendance); receives communications for faculty absences and assists in notification to students. Directs students to appropriate faculty advisors, supports advising initiatives, facilitates open registration sessions and ensures adequate faculty advisors for student demand, utilizes Banner to support advisor, program coordinator, and dean requests for overrides, course edits, etc.
  
  and to answer student questions as needed.

Perform any other related duties as required or assigned.

Required Qualifications:

The formal education equivalent of a high school diploma; plus three years of office experience.

Minimum Salary: $25,552

Work Environment:
Physical demands – Stand regularly;
Walk frequently;
Sit regularly;
Use hand to finger, handle or feel continuously;
Reach with hands and arms regularly;
Stoop, kneel, crouch or crawl occasionally;
Talk or hear regularly;
Up to 10 pounds frequently;
Up to 25 pounds occasionally.

Background Check Statement:
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,…