Administrative Specialist III, Office of the Dean of Students
Posted on Jul 17, 2026
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Closing Date:
Type of Position:
Staff - Clerical
Workstudy Position:
Job Type:
Regular
Work Shift:
Sponsorship Available:
Institution Name:
University of Arkansas at Fort SmithUniversity 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.
Department:
Dean of Students
Department's Website:
Summary of Job Duties:
The Administrative Specialist III is responsible for coordinating office activities, researching and preparing special reports, and developing, revising, and recommending administrative policies and procedures as directed by supervisor. This position is governed by state and federal laws and agency policy.
Qualifications:
Required Education and/or Work Experience: Minimum qualifications include a bachelor’s degree from an accredited institution, strong communication skills, and the ability to work with diverse populations. Two years of related office and/or customer service experience needed. Bilingual and ability to read, write and speak Spanish proficiently is preferred.
The Administrative Specialist III provides advanced, high-level administrative and operational support to the Office of the Dean of Students and serves as a vital operational anchor for the Student Affairs Office. Reporting directly to the Dean of Students, this position is responsible for maintaining peak office efficiency, ensuring meticulous regulatory compliance and confidentiality, and managing complex schedules.
Essential Job Duties and Responsibilities:
Calendar and Meeting Management and Office Maintenance – 18%
Schedule and confirm appointments for the Dean of Student and designated Student Affairs staff.
Manage the primary calendar for the Dean of Students, while providing secondary scheduling and meeting coordination 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.
Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork and by providing leadership to student employees. Requires 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%
Performs 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%
Creates and tracks 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, as needed.
Coordinate with all supported administrators to establish weekly task priorities under the direct oversight and direction of the Dean of Students.
Other Job Duties and Responsibilities – 5%
Other duties as assigned.
Knowledge, Skills, and Abilities: To perform the job successfully, the following competencies are required for the essential functions of this position:
Provide excellent customer service skills including proper telephone etiquette and pleasant phone voice.
Knowledge of grammar, punctuation, spelling, and proofreading.
Knowledge of general office procedures.
Ability to successfully support multiple administrators while maintaining clear communication regarding bandwidth.
Ability to operate standard office equipment.
Demonstrate strong computer skills and knowledge of various software programs.
Ability to adapt to a changing environment, deal with frequent changes, delays, or unexpected events.
Exhibit planning and organizational skills, including the ability to prioritize work activities and use time efficiently
Demonstrate ability to maintain absolute confidentiality regarding complex civil rights (Title IX), legal, and student crisis matters.
Ability to multitask and delegate responsibility.
Ability to consistently be on time.
Technology and Systems Use
Use Microsoft Office Suite and university platforms to generate reports and presentations.
Use Workday to track departmental budgets and other tasks.
Update digital television messaging.
Troubleshoot basic tech issues and coordinate with IT when needed.
Additional Information:
Working Relationships: Works with Student Affairs and Enrollment Management staff, faculty and staff across campus, students, and members of the local community.
List Employees Supervised: No professional staff reports, but the chosen candidate will have limited supervision over student assistants and student workers.
Special Job Dimensions: Work performed primarily in an office setting. While performing the duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee frequently sits for extended periods of time and occasionally stands and walks. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee regularly talks and hears. Employee occasionally lifts items up to 50 pounds. Routine work schedule Monday through Friday, 8:00am to 5:00pm.
Background Check Requirements. Criminal Background Check and Motor Vehicle Registry (MVR) Check.
This job description is not designed to contain a comprehensive listing of activities, duties, and/or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time without notice.
Salary Information:
Required Documents to Apply:
Optional Documents:
Special Instructions to Applicants:
Full consideration will be given to candidates who apply by July 30, 2026
Recruitment Contact Information:
479-788-7080
All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS
Please do not send to listed recruitment contact.
Pre-employment Screening Requirements:
Criminal Background Check, Motor Vehicle Reports CheckThis 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.
The University of Arkansas is an equal opportunity institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of any category or status protected by law, including age, race, color, national origin, disability, religion, protected veteran status, military service, genetic information, sex, sexual preference, or pregnancy. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University’s Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.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.
