Executive Associate, Vice Provost and Special Projects Coordinator
Posting Number: req6135
Department: Arizona Online
Location: Main Campus
Address: Tucson, AZ USA
Position HighlightsThe Executive Associate and Special Project Coordinator provides high-level administrative support to the Vice Provost for Online, Distance and Continuing Education (ODCE). This role works both independently and collaboratively in a fast-paced, diverse, and team-oriented environment while regularly demonstrating initiative and informed judgment. The Executive Associate and Special Projects Coordinator consistently interacts with a wide variety of senior-level constituents across the division, University, and regional/national community thus requiring considerable use of professional acumen, discretion, and tact.
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
- Anticipates the needs of the VP
- Practices confidentiality at the highest level
- Coordinates and maintains the SVP's complex calendar using sound judgment in determining priorities
- Receives and screens VP's communications (verbal and written) determining priority level, need for VP's personal attention, and drafting or initiating responses where possible
- Oversees organization and coordination of VP's: Meetings (scheduling, location, food, supporting materials) Pre- and post-travel arrangements, itineraries, and modifications Local project and personnel files (retains, updates, and archives as appropriate)
- Coordinates special projects (i.e., task forces/working groups, consultant visits, search committees) for the VP.
- Participates in select meetings as designated by VP by taking notes, preparing and disseminating minutes, agendas, correspondence, and supporting documentation
- Works closely with ODCE units to establish and maintain a collaborative relationships to ensure ease of communications and operations between areas
- Acts as liaison on behalf of the VP with academic colleges, units, and other campus constituent areas; members of the community; and special off-campus partners
- Represents the spirit and values of the University of Arizona to all UA administrators, prospective and current students, parents, faculty, and staff as well as the external community
- Coordinates and disseminates regular staff communications through a variety of formats (emails, ODCE newsletters, staff meetings, Zoom sessions, etc.) to ensure accurate, timely, and transparent flow of information between all members of the division.
Knowledge, Skills and Abilities:
- Extensive experience and high-level proficiency with Microsoft Office suite (including Word, Excel, PowerPoint, and Outlook), scheduling systems, and web-based research
- Experience with Windows and Mac operating systems
- Personal initiative and drive, flexible, enthusiastic, and innovative spirit
- Ability to look at challenges from a unique perspective and anticipate the needs of the VP
- Ability to work evenings and weekends as needed
- Proven ability to writing and editing
- Work in a fast-paced, multi-tasking environment; prioritize tasks and responsibilities; respond positively to unanticipated changes; troubleshoot and solve problems; make sound decisions; and meet deadlines
- Initiate and follow through on assignments independently with attention to detail
- Work autonomously with minimal supervision and also to contribute effectively to a team environment
- Exercise discretion in working with highly confidential and sensitive matters and when referring or resolving problems or complaints
- Ability to handle potentially difficult, confidential, and sensitive situations
- Proactive and responsive interpersonal and communications skills, including the ability to establish rapport, gain trust of others, and establish cooperative working relationships with staff, faculty, administrators, students, parents and the public
- Experience in planning and coordinating activities and programs
- Excellent organizational and customer service skills
- Knowledge of administrative principles and practices
- Knowledge of university organizational structure, supervisory principles and practices
- Ability to drive University vehicles and/or golf cart
- Bachelor's Degree in related field and 3 years administrative support experience.
- Experience specifically at the University of Arizona and understanding of UA systems, policies and procedures and UAccess (Student Services)
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: $47,000 to $62,000
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
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.