Job Listings

Administrative Support Professional I

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

Posting Number: req7784

Department: D7: AZ Data Science Initiative

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

The Data Science Institute at the University of Arizona is currently seeking a highly motivated, experienced, solution-oriented self-starter to join our team as an Administrative Support Professional I. The successful candidate should be results-oriented and can skillfully create and maintain positive professional relationships. The successful candidate will be responsible for managing all administrative functions of the Data Science Institute, as well as providing general administrative support to members of the team on varied projects and requests.

This position reports to the Deputy Director for the Data Science Institute. This position will be located on the University of Arizona campus in Tucson, Arizona.

The Data Science Institute (Data7) at the University of Arizona is composed of a small, fun team of individuals centered around expertise in different areas of data science. Situated within the Office for Research, Innovation and Impact, the Data Science Institute aims to solve complex problems by cultivating collaborations with campus faculty and researchers and to build greater capacity for the use of data science throughout campus. Members of the Data Science Institute work closely with many campus partners and research teams.

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 relocation services, please click here.

Employee COVID-19 Vaccine Requirement

All University employees, including student workers and graduate assistants/associates, must verify that they are fully vaccinated for COVID-19, unless they have been granted a religious or disability/medical accommodation.

Duties & Responsibilities

Department Administration and Operational Efficiency (70%)

  • Manage the day-to-day operational duties of the unit
  • Process various department transactions such as paying vendors, Reconciles P-Card transactions, tracks documentation, inquires for missing documentations, follows up on pending items and prepares error corrections, and submits the appropriate statements and documentation for UA, PCard and FSO Compliance
  • Coordinate team member schedules, provide meeting scheduling and event planning support; assist with scheduling related to Institute programs and sponsored events
  • Assists staff with purchases or financial processing as needed. Verifies department expenditures and encumbrances on a regular basis
  • Maintain space/equipment/asset inventories
  • Process & manage DCCs, visiting scholars, international scholar & visa issues. Assist with student hires, staff on-boarding processes and separations
  • Assist with travel arrangements including but not limited to making hotel reservations, booking flights, paying for conference registration fees, etc. including processing travel authorizations (electronically) and processing a travel expense report upon trip completion
  • Attend and participate in staff meetings, trainings, and events. Record and distribute meeting notes as requested by team members
  • Performs general office work such as scanning and making paper copies, faxing materials, filing, ensuring office files are current and organized
  • Analyze administrative and operational functions; review policy and procedure systems for efficiency; implement appropriate changes and system improvements
  • Supports team-building and creates opportunities for positive interactions and events that encourage team members to connect and re-energize
  • Willing to assume new responsibilities to advance the Center's mission

Professional Support for Institute Leadership and Staff (15%)

  • Provide professional-level administrative support services and direct administrative assistance to Center Director and Deputy Director
  • Assist with writing and proof-reading as needed
  • Assist with preparing and routing research proposals
  • Develop forms and templates as needed to support staff processes
  • Record and distribute meeting notes as requested by team members
  • Complete special projects requested by unit leadership
  • Works with RII Business Office to request special reports and to resolved issues that arise
  • Collaborate on and provide support for special projects identify as high priority for the Data Science Institute

Outreach and External Communications (10%)

  • Manages the department email and serves as the first point of contact to triage requests coming to the Data Science Institute
  • Maintains the department's website and ensures all data science related events are posted in a timely manner, submits events to other department calendars and listservs as appropriate
  • Manages the department newsletter via the UA Trellis System
  • Assists with external communications related to program recruitments and general management of participants
  • Participates in outreach events of the Data Science Institute and supports team members as needed. May require occasional after-hours/weekend responsibilities

Continuous Learning and Professional Development (5%)

  • Continually assesses for inefficiencies and explores and test possible solutions by talking with other support professionals, reviewing, and applying new methods and techniques, and communicating successful applications to team members
  • Additional duties may be assigned

Knowledge, skills & abilities:

  • Effective planning and organizational skills
  • Ability to assess situations and provide guidance/solutions
  • Ability to anticipate needs and prepare director for meetings, travel, calendaring, presentations
  • Excellent knowledge of office and administrative procedures and policies
  • Ability to effectively communicate policy and other information to a variety of stakeholders
  • Adaptability to changing leadership needs
  • Knowledge with payroll guidelines and procedures
  • Knowledge with University of Arizona systems including UAccess Employee, Student, Financials, Analytics, and other University software
  • Excellent written and verbal communication skills
  • Advanced knowledge of Microsoft Office Suite, including Microsoft Flow and other no or low code applications
  • Familiarity with internet browsers and cloud-based software such as Google Docs and Box
  • Strong organizational skills, with demonstrated ability to prioritize and complete multiple tasks and responsibilities, respond quickly and positively to shifting demands and opportunities, ability to take initiative and follow through on tasks, utilizing appropriate resources to problem solve and excel in all areas
  • Ability to complete assignments and meet deadlines with accuracy, quality, and attention to detail
  • Ability to handle confidential and sensitive information with discretion
  • Ability to maintain accurate records of financial transactions and provide financial reports as needed
  • Demonstrated ability to work collaboratively with diverse individuals and entities; ability to work independently and collaboratively as a team player
  • Ability to handle stressful situations
  • Ability to work effectively and efficiently in a fast-paced work environment by planning, analyzing and coordinating activities and establishing priorities
  • Ability to maintain confidentiality
  • Highly self-motivated with the ability to work independently
  • Demonstrates an outgoing personality and works well with others

Minimum Qualifications

  • Bachelor's degree or equivalent advanced learning attained through experience required
  • Up to 1 year of relevant work experience required

Preferred Qualifications

  • Experience in UAccess Analytics
  • Experience with UAccess Financials
  • Experience using UA Trellis Marketing Platform or Salesforce Marketing
    * Drupal Training or experience with UA Quickstart, Site-in-a Box
    * Experience with Qualtrics
    * 3+ years' relevant work experience

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: DOE, starts at $23.08

Compensation Type: hourly rate

Grade

7

Career Stream and Level

PC1

Job Family

Administrative Support

Job Function

Organizational Administration

Type of criminal background check required: Fingerprint criminal background check (security sensitive due to title or department)

Number of Vacancies: 1

Contact Information for Candidates

Maliaca Oxnam

maliaca@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, 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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