Job Listings

Administrative Associate

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

Posting Number: req7892

Department: Residential Education

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

Housing & Residential Life (Housing), a self-funded auxiliary housed within Campus Life at the University of Arizona, operates 23 dorms and 1 graduate apartment complex that house over 7,800 students annually on the University of Arizona Main Campus. More than 80% of on-campus residents are first-year students. Our dorms range in style from historic to modern and range in size from 60 to 1000 residents. While the University does not require students to live on campus, more than 70% of all incoming first-year students choose to live in UA housing to help their transition to university life.

Housing & Residential Life plays a critical role in achieving institutional and divisional goals. We are proud of the supportive environment we provide our students, our vibrant academic partnerships, and our high-quality facilities.

Our Mission: Helping Students Build a Foundation for Success

Our Core Values:

* Excellence -Excellence is performing at an extraordinary level and exceeding expectations

* Respect - Respect is treating others courteously and professionally in all situations; valuing and honoring diversity in others; being honest, direct, and courteous in all communications and loyal to all, including those not present

* Integrity - Integrity is doing the right thing, being honest with oneself and others, being authentic, and being transparent in intent

* Caring - Caring is being welcoming, kind, compassionate, and willing to help others; showing concern for a person's needs; listening more and talking less

JOB SUMMARY:

The Administrative Associate, reporting to the Senior Associate Director for Residential Education, performs a variety of administrative and secretarial duties to support Housing Residential Education. This position is required to work independently, using own judgment and initiative. They may be required to make decisions, coordinate work activities, and apply analytical problem solving techniques to the day-to-day and long-range work of Residential Education. This position may require driving University vehicles and/or golf carts.

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!

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

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

DUTIES AND RESPONSIBILITIES:

  • Provides administrative support to the Res Ed Unit, including specific support for Res Ed Director, Senior
  • Associate Director, and Assistant Directors by maintaining calendars, regularly prioritizing and arranging meetings, anticipating and preparing background materials as needed
  • Answers telephone and greets visitors giving information in response to inquiries; delivers oral and written messages to unit members, directing to appropriate staff or unit when necessary
  • Opens and reviews incoming mail, answers inquiries and composes correspondence on own initiative on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff
  • Participates in meetings as pertinent to area of responsibility
  • Takes meeting notes as necessary at meetings and retreats and prepares or directs preparation of minutes, notices, agendas, and correspondence with all supporting documentation
  • Assists with various projects, including but not limited to communicating with students, other campus constituents and Housing & Residential Life Marketing in order to ensure smooth integration of various projects
  • Assists with the recruitment and selection of Residential Education staff which includes professional, graduate and student staff by coordinating travel, campus interviews, schedules, itineraries and promotional materials where appropriate and responding to applicant questions in regards to the recruitment and selection process
  • Maintain databases of student employees utilizing StarRez Software when needed
  • Contributes to the onboarding of new staff including setting-up mailboxes, business cards and nametags; adds new staff to listserv and appropriate meetings
  • Compiles and maintains directory information for Residential Education staff
  • Manages organization, sorting and preparing for the delivery of opening and closing materials for the dorms, which requires the coordination with numerous on-campus and off-campus entities
  • Manages yearly bids and final order of Residential Education staff shirts
  • Plans and arranges departmental meetings, banquets, retreats, and conferences under general instructions from supervisor; communicates arrangements to appropriate individuals
  • Investigates, evaluates and resolves typical administrative problems or situations impacting work unit, including reviewing, analyzing and researching purchase orders, invoices, contracts, and other documents for completeness, accuracy and conformity within established procedures; collects data to maintain such records
  • Maintains stock of and orders office supplies as appropriate
  • Serves on departmental committees
  • Provides backup for other departmental support staff as necessary
  • Assembles and/or compiles data for incorporation into reports, and organizes, establishes and maintains record-keeping systems for correspondence, documents, materials or records for the Residential Education unit
  • Assists with planning and execution of yearly campus Move-In process
  • Other duties as assigned to meet the needs of the department

Knowledge, Skills and Abilities

  • Demonstrated ability to work independently under general direction
  • Demonstrated problem solving and policy interpretation skills
  • Strong organizational skills and demonstrated ability to coordinate multiple tasks simultaneously
  • Knowledge and understanding of diversity and an ability to work with a wide variety of people
  • Ability to effectively communicate verbally and in writing and provide quality customer service
  • Skill in developing and maintaining good working relationships
  • Skill in English composition, grammar, spelling, punctuation and in basic math
  • Skills necessary to respond to internal and external customer needs in a timely, accurate and professional manner
  • Ability to carry materials and supplies (up to 20 lbs.) from one place to another
  • Knowledge of campus resources

Minimum Qualifications

  • High school diploma or equivalent, or equivalent learning attained through experience required AND Minimum of 5 years of relevant
  • experience required; OR a Bachelor's degree in a related field AND one year of related experience OR Any equivalent combination of experience, training and/or education

Preferred Qualifications

  • Experience with Microsoft Office products including Outlook, Excel and Word
  • Valid Driver's License and ability to drive according to the University Fleet Safety Policy

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: University Operations

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $18.00-$20.50 DOE

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

Number of Vacancies: 1

Contact Information for Candidates

Res-HR@distribution.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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