Administrative Specialist III, Office Dean of Students

Overview

University of Arkansas – Fort Smith is seeking an Administrative Specialist III in the Dean of Students office. This position coordinates office activities, researches and prepares special reports, and develops, revises, and recommends administrative policies and procedures as directed by the supervisor. The role requires adherence to state and federal laws and agency policy.

The Administrative Specialist III provides advanced administrative and operational support to the Office of the Dean of Students and serves as a key operational anchor for the Student Affairs Office. This position reports to the Dean of Students and is responsible for maintaining peak office efficiency, ensuring regulatory compliance and confidentiality, and managing complex schedules.

Calendar and Meeting Management and Office Maintenance – 18%

• Schedule and confirm appointments for the Dean of Students and designated Student Affairs staff.
• Manage the primary calendar for the Dean of Students and provide scheduling 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.
• Promote a positive work atmosphere, foster teamwork, and provide leadership to student employees. Maintain 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%

• Perform 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%

• Create and track 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.
• Coordinate with supported administrators to establish weekly task priorities under the direction of the Dean of Students.

Other Job Duties and Responsibilities – 5%

• Other duties as assigned.

To perform the job successfully, the following competencies are required:

• Provide excellent customer service skills including proper telephone etiquette and a pleasant phone manner.
• Knowledge of grammar, punctuation, spelling, and proofreading.
• Knowledge of general office procedures.
• Ability to support multiple administrators while maintaining clear communication regarding workload.
• Ability to operate standard office equipment.
• Demonstrate strong computer skills and knowledge of various software programs.
• Ability to adapt to a changing environment and handle frequent changes or delays.
• Strong planning and organizational skills with the ability to prioritize work and manage time effectively.
• Maintain absolute confidentiality regarding Title IX, legal, and student crisis matters.
• Ability to multitask and delegate when appropriate.
• Ability to consistently be on time.

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