Executive Assistant to Chancellor and Vice Chancellor

Overview

University of Arkansas Community College at Hope‑Texarkana (UACCHT) is a proud member of the University of Arkansas System. The System comprises land‑grant research institutions, a teaching hospital, five community colleges, two schools of law, a presidential school, a residential math and science high school, and an online university, as well as divisions of agriculture, archaeology and criminal justice. These entities provide numerous academic and professional opportunities across the state.

The Executive Assistant, under the general direction, provides support services to the Chancellor and the Vice Chancellor for Academics. The Executive Assistant often acts as the first point of contact for those seeking to speak or meet with the Chancellor and is responsible for a highly positive, efficient, professional representation. The Assistant must exercise discretion in representing the College to various constituencies, ensure effective interpersonal communication within the office and between office personnel, and assist with routine, sensitive, and critical tasks.

• Provides daily administrative support including correspondence, phones, scanning, filing, and ordering supplies.
• Schedules and assists with arrangements for upcoming meetings and preparation of documents or materials; orders lunch.
• Executes business processes for the Chancellor and Cabinet as necessary.
• Communicates with the Board of Visitors (BOV) on a regular basis; assists with BOV appointments/Reappointments processes, maintains records of BOV terms, schedules meetings, arranges catering, provides meeting documents, maintains all BOV records, meeting notifications, records and transcribes minutes, uploads documents to UAHT Public Drive/SharePoint. Organizes BOV and UA System representatives for and during UAHT Graduation and maintains all regalia.
• Communicates with the Chancellor’s Cabinet; organizes, schedules, and coordinates Cabinet meetings and individual Cabinet member weekly meetings with the Chancellor. Maintains and manages all Cabinet meeting documents, agendas, transcribed minutes, and attachments. Uploads Cabinet minutes on UAHT Public Drive/SharePoint and maintains all Cabinet members’ regalia.
• Manages Chancellor Forums: sends out notices, records and transcribes meeting minutes, and maintains attendance rosters as needed.
• Schedules campus and external appointments/meetings (BOV, Cabinet, UA Sys BOT, AHECB, Legislative, etc.) for the Chancellor and Vice Chancellor.
• Email and communications: emails local, state partners, boards, State‑wide partners, Ad Hoc Committees, and UA System Office.
• Interacts with UA System offices, ADHE office, Two‑Year Ps Cs state‑wide (UA, ASU, Independent) Ad Hoc Committees as needed.
• Develops and maintains an electronic filing system for easy retrieval of files and information.
• Maintains UAHT electronic files, data, and paper documents; acts as office manager to direct concerns, inquiries, and requests to the appropriate office to resolve issues, monitor deadlines, provide documents upon request, and communicate with partners.
• Creates, updates, and maintains UAHT Campus organizational charts.
• Proficient in Microsoft Office (Word, PowerPoint, Excel, Mail Merge); can learn new software programs and platforms such as Workday.
• Assists in maintaining the Policy and Procedure document.
• Works with Vice Chancellor on procurement, spend authorizations, and other Workday tasks.
• Creates professional service agreements as needed for Academics.
• Orders regalia for faculty and cabinet members.
• Other duties as assigned.

Minimum requirement:
Associate’s degree in public administration, general business, or related field with a minimum of 5 years of experience in an administrative, business, or related field. Job‑related education and/or experience may be substituted for all or part of the minimum requirements upon approval of the Chancellor and Human Resources.

$40,000.00

• Cover Letter/Letter of Application
• List of three professional references (name, email, business title)
• Resume

Kathryn Hopkins
870‑722‑8164