AIR Senior Administrative Associate
Posting Number: req8296
Department: AZ Inst for Resilience
Location: Main Campus
Address: Tucson, AZ USA
Arizona Institutes for Resilience: Solutions for the Environment and Society (AIR) at the University of Arizona is in search of an AIR Senior Administrative Associate. The ideal candidate is a people person: dependable with a positive attitude and a default position that "we can make it work." This person can readily pivot as needed, stay on top of numerous loose ends, remain calm under pressure, and presents a welcoming and helpful front to all who interact with AIR. The ideal candidate is interested in helping others and seeks ways to build new connections, improve operations, and facilitate the work of other employees.
Arizona Institutes for Resilience: Solutions for the Environment and Society (AIR) at the University of Arizona is in search of an AIR Senior Administrative Associate. This is a great opportunity for someone who likes each day to be different, enjoys learning about nearly all aspects of running our institute, appreciates the spectacular ENR2 building where this position is located, and at heart is gratified by helping others. A key member of the AIR Operations Team, the AIR senior administrative associate will work with our communications, events, and IT staff to ensure smooth functioning of the unit and those who interact with it. The senior administrative associate directly supports the AIR Director and all personnel; in addition, they are the building manager for the ENR2 building, which includes communications among the other occupant departments and service providers, and handling all building issues.
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
- Manage the calendar of the AIR Director and provide additional support to the Director as needed.
- Triage internal and external requests for information, problem solving, access, space needs,policies, and miscellaneous inquiries.
- Manage travel and expense reimbursements for staff, students, and visitors.
- Monitor and file travel authorizations for domestic and international travel by AIR employees.
- Serve as department purchasing card holder and as primary reconciler for all other AIR p-card transactions.
- Plan and administer the use of AIR office and meeting space.
- Prepare agendas for AIR staff and program leads meetings.
- Assist with on-boarding and off-boarding all AIR employees and students.
- Assist with AIR and AIR program events.
- Support other AIR operational needs.
- Additional duties may be assigned.
- Serve as primary point of contact for ENR2 Building issues; coordinate with campus Facilities Management, service providers, and/or building occupants for repairs.
- Relay pertinent and emergency building notifications to building occupants.
- Liaison with ENR2's cafe regarding operations.
- Maintain building-wide Lost and Found.
- Manage electronic departmental and building access for employees, students, and visitors.
- Assign physical keys for new employees and students.
- Provide back-up support for ENR2 room reservations and tours.
- Additional duties may be assigned.
Knowledge, Skills, and Abilities
- Outstanding oral and written communication skills
- Ability to take initiative, work independently, and troubleshoot in a fast-paced work environment.
- Exceptional interpersonal, teamwork, critical management, and relationship building skills.
- Exceptional organizational and multitasking skills.
- High level of competence in basic office software and ability and willingness to learn new software and technologies.
- Proven ability to work well with people at all levels.
- Interest in environment, sustainability, and resilience-building
- Proficiency with MS Office suite
- Familiarity with software such as SmartSheets, MailChimp
- High school diploma or equivalent, or equivalent learning attained through experience required.
- Minimum of 5 years of relevant experience required.
- Prior experience providing admin support at UArizona is strongly preferred
- Basic experience in budget management
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
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.