Administrative Specialist III, Plant Operations

Closing Date:

University of Arkansas - Fort Smith

The University of Arkansas - Fort Smith is a dynamic, mid-sized public university that's redefining higher education. We're on a mission to provide transformative, hands-on learning experiences for students of all backgrounds and aspirations. Our multi-faceted approach to education offers a wealth of opportunities, with over 70 academic programs, including certificates, associate, bachelor's, and master's degrees. We're committed to building a diverse community that mirrors Arkansas's rich tapestry, reflecting our dedication to serving the state's varied population while enhancing the quality of our institution.

As an employer, the University of Arkansas offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. The benefits package includes university contributions to health, dental, life, and disability insurance, tuition waivers for employees and their families, 12 official holidays, immediate leave accrual, and a choice of retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

Fort Smith, Arkansas

Nestled along the Arkansas River, this vibrant city offers a perfect blend of history, culture, and natural beauty. Immerse yourself in the rich heritage of the Old West at the Fort Smith National Historic Site, explore the eclectic local art scene, or take a scenic stroll along the picturesque riverfront trails. With a welcoming community, diverse dining options, and a thriving downtown, Fort Smith is the ideal destination for history enthusiasts and those seeking modern amenities.

Thank you for your interest in joining our university. Below you will find details for the position including any supplementary documentation and/or questions you should review before submitting your application. For general application assistance or if you have questions about a job posting, please contact Human Resources at (479) 788-7080.

If you have a disability and need assistance with the hiring process please contact Human Resources at 479-788-7080. Applicants are required to submit a request for each position to which they have applied.

Required Education and/or Work Experience:

* The formal education equivalent of a high school diploma

* One year of experience in a specialized or related field applicable to work performed

Preferred Education and/or Work Experience:

• Associate degree or equivalent education/training
• One year of specialized training in clerical/secretarial field
• Two years of clerical or related workplace experience

Essential Job Duties and Responsibilities:

• Coordinate and monitor procurement processes including requisitions, annual contracts, and bid documentation; assist in the development and tracking of departmental budget reports
• Provide cross-functional administrative support within the Facilities department, serving as backup for team members as needed
• Managing incoming calls, processing work orders, assisting vendors, and facilitating campus access and security procedures
• Oversees the KeyTrak key management system, including issuing keys to contractors and authorized personnel, maintaining accurate logs, and generating regular reports
• Ensures the integrity and security of key distribution through consistent monitoring and documentation of key activity
• Maintains full operational competence with the KeyTrak system, serving as the department's primary point of contact for system use and troubleshooting
• Support planning and implementation of Facilities projects by organizing and tracking data, maintaining detailed documentation, and preparing comprehensive reports and analyses
• Oversee and maintain organized electronic and physical filing systems for departmental records, logs, and compliance documents; ensure alignment with institutional policies and reporting timelines
• Act as a liaison between Facilities & Environmental Safety and other campus departments to support collaboration on evolving initiatives and capital improvements
• Support continuous improvement initiatives within the department as part of its strategic development and modernization
• Perform other duties as assigned in support of the department's mission to maintain a safe, efficient, and sustainable campus environment

Other Job Duties and Responsibilities:

• Liaison with campus stakeholders and Facilities & Environmental Safety, as daily duties are conducted
• Maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork

Knowledge, Skills, and Abilities:

To succeed in this position within a dynamic higher education Facilities department, the following competencies are essential:

• Proven ability to handle sensitive and confidential information with the utmost discretion and integrity
• Strong proficiency with office technology and software, including data entry, spreadsheets (Excel or similar platforms), and digital record management systems
• Exceptional verbal and written communication skills, with the ability to interact professionally with a diverse campus community
• Demonstrated commitment to providing high-quality customer service to faculty, staff, students, visitors, and external partners
• Strong organizational skills with the ability to adapt to shifting priorities, manage multiple projects, and meet critical deadlines in a fast-paced environment
• Working knowledge of basic accounting and budgeting principles relevant to higher education operations

Additional Information:

Working Relationships:

This position has frequent contact with supervisors, peers, staff, faculty, and outside contractors. This position works closely with the Administration, Maintenance, Shipping/Receiving, Construction, Health & Safety, Technology, and AV departments.

Special Job Dimensions:

• Light Work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of force is greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.
• Employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; and/or visual inspection at distances close to the eyes.
• Employee is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of facilities or structures.
• The employee is not substantially exposed to adverse environmental conditions.
• Occasional overtime may be required.

All application materials must be uploaded to the University of Arkansas System Career Sitehttps://uasys.wd5.myworkdayjobs.com/UASYS

Please do not send to listed recruitment contact.

This position may be subject to a pre-employment criminal background check, sex offender registry check, financial history background check, and/or drug screening. A criminal conviction or arrest pending adjudication and/or adverse financial history alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background checks and drug screening information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.