Administrative Associate (Administrative Support Assistant III)
Posting Number: req6171
Department: Office of the Provost
Location: Main Campus
Address: Tucson, AZ USA
The Office of the Provost is looking for a full-time Administrative Associate to serve as lead scheduler for the provost's calendar, including preparing relevant materials; manage logistics and expenses related to travel for the Provost; event planning and project management; perform general office work and collaborate with the other Administrative Support staff in the Office of the Provost.
Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!
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Duties & Responsibilities
- Responsible for maintaining calendars for the Provost; regularly prioritizing and arranging meetings, conferences, and appointments
- Sets up Zoom and other audio-visual aids
- Anticipates and prepares background materials as needed in collaboration with others
- Makes necessary travel authorizations, reservations, and itineraries; handles travel reimbursements for Provost
- Supports the Chief of Staff and Director of Operations and Strategic Initiatives.
- Serves as point of contact for inquiries to the Office of the Senior Vice President and Provost, including phone calls and written communications (paper or electronic)
- Serves as one of the liaisons to faculty, staff, students, alumni, outside agencies, and the public concerning information or complaints.
- Answers inquiries and composes correspondence on own initiative on general, technical, and financial matters according to established guidelines and forwards other items to the appropriate team member.
- Assists in the management of institutional dues and commitments including fund transfers, data entries, scanning, and filing.
- Researches summarize and analyze information.
- Compiles statistics, data, and reports for special and recurring projects, including those that contain sensitive or specialized information. Performs general office work, such as mail handling, word processing, data entry, file maintenance, filing, faxing, copying, proofing, editing, ordering supplies, and monitoring office needs.
- Responsible for filling Provost's correspondence; organizes and maintains electronic files in Docuware.
- Serve as the project lead for events with significant attention to detail, ensuring the thoughtful planning of each event element to support the Office of the Provost's mission and reputation, including attention to diversity, equity, and inclusion.
- Responsibilities include arranging event services, audiovisual equipment, and catering, and leading the creative process for developing and executing an event design (venue, event format, marketing, etc.), generating detailed action plans and timelines, and overseeing an execution event.
- Additional duties may be assigned.
Knowledge, Skills, and Abilties:
- Complete knowledge of all job functions and the broad industry best practices, techniques, and standards.
- Exhibits ability to transfer knowledge and application of complex principles, theories, and concepts to peers.
- Exceptional customer service, critical thinking, and problem-solving skills.
- Excellent verbal and written communication.
- Ability to maintain a high degree of confidentiality and professionalism.
- Exceptional organizational and time management skills to manage multiple projects, as well as the flexibility to adjust to shifting priorities as new projects are assigned.
- Highly organized and able to multi-task.
- High school diploma or equivalent or equivalent learning attained through experience required.
- Minimum of 5 years administrative office experience supporting an administrator or executive. leader in a community college or university or an executive office.
- Experience in a variety of computer software tools such as Microsoft Windows, Excel, Outlook, and the Internet.
*Bachelor's Degree in related field
Full Time/Part Time: Full Time
Number of Hours Worked per Week: 40
Job FTE: 1.0
Work Calendar: Fiscal
Job Category: Organizational Administration
Benefits Eligible: Yes - Full Benefits
Rate of Pay: $16.69-$22.58
Compensation Type: hourly rate
Career Stream and Level
Type of criminal background check required: Name-based criminal background check (non-security sensitive)
Number of Vacancies: 1
Contact Information for Candidates
Clarisa Robles-Parra; firstname.lastname@example.org
Open Until Filled: Yes
Documents Needed to Apply: Resume and Cover Letter
At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution and a Native American/Alaska Native-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.