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Administrative Specialist III

Company: UA Little Rock Public Radio (KLRE/KUAR)
Date Posted: September 29, 2017

Please visit https://ualr.peopleadmin.com/postings/6671 to apply for position.

Job Duties/ Responsibilities

- Follow principles of positive customer service;

- Greet guests, volunteers, and other visitors in a professional manner and be prepared to speak about the work of KLRE/KUAR, public media in general, UA Little Rock, and UA Little Rock College of Social Sciences and Communication;

- Answer main station phone in a professional manner; answer questions, take and deliver messages, and route calls appropriately;

- Provide administrative support to all office staff;

- Complete office work as assigned, including deposits, database entry, credit card processing, copying, campus delivery, audit preparation, filing, etc.;

- Maintain travel document files and assist staff with travel authorizations and reimbursements;

- Schedule studio and conference room time and track it with the office studio Google calendar;

- Regularly assess needs of office supplies and place orders in a timely manner;

- Maintain a working knowledge of the phone system; assist staff with phone setup, training, and troubleshooting;

- Maintain a working knowledge of all office machines, including the printer/ copier; assist staff with use of machines;

- Check station email and forward messages to appropriate recipients;

- Enter community events in web calendar and other web postings as directed;

- Post news cast credits to Visual Traffic each week;

- Maintain procedures manual, including, but not limited to, programming information and database entry;

- Maintain the supply room, supply closet, and office storage room in coordination with KLRE/KUAR Finance Director;

- Prepare conference room and lounge for meetings and fundraisers, including cleaning tables and counters, refilling and putting away food, setting up phone room, and other duties;

- Manage department mail per University and KLRE/KUAR policies and procedures, including, but not limited to: opening and distributing office mail, preparing and mailing correspondence and bulk mailings, opening and distributing interoffice mail, and maintaining department letterhead and correspondence stock;

- Maintain a working knowledge of the organizational structure of KLRE/KUAR and the University;

- Recruit, schedule, provide direction, and supervise volunteers for fundraisers and general work at the station;

- Enter all pledges and volunteer records into KLRE/KUAR’s development database;

- Participate in weekly individual gift reconciliation, research discrepancies, and correct errors in KLRE/KUAR development database and communicate with UA Little Rock Office of Alumni and Development to correct errors in gift records;

- Prepare and mail tax receipts;

- Process changes to donor payment information and deliver to UA Little Rock Office of Alumni and Development;

- Prepare and promptly mail weekly gift renewal notices, thank you letters, and gift reminder notices, as well as monthly and special mailings;

- Complete deposits for underwriting accounts

- Other duties as assigned.


Knowledge, Skills, and Abilities

- Knowledge of computers and software applications, especially Microsoft Excel;

- Knowledge of filing and recordkeeping procedures;

- Ability to follow policies and procedures and other applicable regulations;

- Knowledge or interest in work-related subject area, including public radio programming and development;

- Ability to conduct research and compile data into report form;

- Ability to establish and maintain filing systems;

- Ability to operate standard office equipment;

- Ability to analyze documents to determine compliance with rules, regulations, and procedures;

- Ability to communicate both verbally and in writing;

- Ability to manage and prioritize multiple deadlines;

- Ability to operate a motor vehicle and possess a valid driver’s license;

- Ability to work occasional nights and weekends for events and on-air fundraising campaigns.

 

Required Education and/ or Experience

The formal education equivalent of a high school diploma; plus one (1) year of specialized training or work experience in business management, business education, or a related field; plus three (3) years of experience in office business practices or administrative support.