Job Listings

Administrative Associate

Company:
The University of Arizona
Job Location:
Tucson, Arizona
Category:
Administrative Assistants

Posting Number: req7150

Department: Tech Launch Arizona

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

The University of Arizona (UArizona) Tech Launch Arizona (TLA) is seeking a highly motivated, flexible, excellent team player and disciplined Administrative Associate who will perform a wide range of detailed support functions, including calendaring for the Director of Venture Development (VD), the VD team, and Licensing Managers, and coordinating and organizing specific TLA events and meetings. This position reports to the Executive Associate.

This position will be part of the broader Tech Launch Arizona (TLA) network of resources. TLA is the University of Arizona unit with the primary mission of ensuring greater cohesion among University researchers, the business community, and organizations supporting technology commercialization to significantly enhance the impact of UArizona research and creative endeavors. TLA represents a prioritization of the University's commitment to impact of research.

As a place to live and work, Tucson has been ranked in the top 20 among America's Best Cities in the 2021 annual report by Resonance Consultancy, and was the first UNESCO City of Gastronomy designated in the U.S., joining the worldwide network of UNESCO Creative Cities.

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!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

Duties & responsibilities:

  • Provides administrative support for the Tech Launch Arizona Office, including but not limited to, scheduling meetings and calendaring, responding to emails as needed, and handling travel arrangements including airline, hotel, and car rental on behalf of the Venture Development (VD) Director, VD team, and Licensing Managers' as assigned.
  • Represent the spirit and values of TLA through responsive, high-quality interactions and providing accurate, complete, and up-to-date information in a courteous, efficient, and timely manner with a wide variety of constituencies: TLA employees, donors, students, faculty, staff, regents, legislators, University officers and officials, corporate executives, etc.
  • Working closely with supervisor and other TLA members, coordinate and manage specific TLA events, such as IP attorney presentations, to ensure successful outcome.
  • Coordinate special projects as needed.
  • Arranges meetings (both virtual and in-person), coordinates distribution of information for meetings, anticipates and prepares required materials such as meeting agendas, and follows up on correspondence as needed.
  • Provides administrative support that may require research, evaluating, and resolving problems within the scope of the position.
  • Supervises TLA front office students, student fellows, and coordinates TLA student time sheets and approvals. Manages and coordinates the recruitment process from start to finish for student hires, including but not limited to, managing the job posting in Handshake, coordinating the selection and interviews to hiring and onboarding.
  • Act as Search Committee Chair for all Venture Development team's new hires.
  • Review, research, summarize, draft designated correspondence, and coordinate information related to incoming and outgoing correspondence.
  • Prepares ad-hoc reports as requested, utilizing UAccess Research, Analytics, and Financials.
  • Prepares, formats and proofreads materials using MS Office Suite, primarily Word, Excel and PowerPoint.
  • Assist the IP Docket Clerk with the disclosure intake process, specifically completing the acknowledgment letters sent to UA faculty and researchers.
  • Additional duties may be assigned.

Knowledge, skills & abilities:

  • Knowledge of office and administrative practices and principles.
  • Ability to problem solve and make decisions demonstrating good judgment.
  • Ability to prioritize tasks and responsibilities, respond positively to unanticipated changes, and meet deadlines.
  • Excellent organizational, interpersonal, and multi-tasking skills; Ability to effectively communicate with others.
  • Ability to work in a fast-paced environment with a very high degree of accuracy.
  • Social media savvy.
  • Reliable attendance record and detail-oriented.
  • Experience with MS Office Suite, especially Outlook and Excel.

Minimum Qualifications

  • Minimum of 5 years of relevant experience required.
  • High school diploma or equivalent, or equivalent learning attained through experience required.

Preferred Qualifications

  • Bachelor's degree in Business or relevant field AND one year of directly related administrative experience
  • Over 5 years of directly related administrative experience.
  • Experience with University policies, best practices and procedures.
  • Experience with MS OneDrive SharePoint, MS Teams, Zoom, UA Purchasing Card, and UAccess systems (including UAccess Financials and Research), and report generation in UAccess Analytics.
  • Experience with Customer Relationship Management (CRM).
  • Experience with MS Office Suite, especially Outlook and Excel.

FLSA: Non-Exempt

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: $18.92

Compensation Type: hourly rate

Grade

5

Career Stream and Level

OC3

Job Family

Administrative Support

Job Function

Organizational Administration

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

Linda Portillo LindaP@tla.arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Diversity Statement

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.

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