Job Listings

Coordinator, Administrative Services

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

Posting Number: req11092

Department: Think Tank

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

Under the direction of the Assistant Director, the Administrative Services Coordinator performs a variety of administrative, business, and logistical duties to support the Director and the staff in the efficient provision of academic support services to university students. The Administrative Services Coordinator is responsible for managing customer service for the department, staffing reception areas at the unit's locations across campus, supervising the student front desk staff, providing administrative support to the department's fee-based services, and assisting with maintaining the office by performing data analysis and office management tasks.

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

Primary Duties and Responsibilities:

  • Manage the front desk functions of the department, including staffing the front desk, creating the schedule, and managing coverage for all locations.
  • Perform administrative support tasks for Test Prep and Math Exam Prep Services. Resolve customer service issues including, but not limited to, registration, payment, and questions about policies and procedures.
  • Provide information to and assist students with the process of registering for THINK TANK services. Resolve customer service issues regarding registering for services, complaints, or questions about departmental policies and procedures. Manage electronic correspondence generated by THINK TANK emails.
  • Supervise a student staff of up to 20 Desk Assistants. Recruit, train, and evaluate the front desk staff. Review and approve payroll for front desk staff. Work with Assistant Director to evaluate and revise Desk Assistant training and professional development opportunities.
  • Work closely with staff to ensure efficient reception services. Create, implement, and revise reception procedures as needed.
  • Maintain the presentation of the front desk areas at all locations ensuring that areas are welcoming and accessible. Work with Assistant Director and Marketing Specialist to determine and acquire needs for the front desk and lobby spaces.
  • Ensure student visit information is accurately captured. Train student staff on use of data management tools. Routinely audit data to identify and trace sources of error. Notify staff of data discrepancies. Assist with troubleshooting and testing department registration systems.
  • Provide administrative support to a department of 40 professionals, 8 graduate assistants, and 200+ student employees. Train staff on office procedures and serve as a resource for resolving issues that pertain to areas of responsibility.
  • Regularly communicate the progress, outcomes, and direction of work to the Assistant Director. Make recommendations concerning improvement of programs and services.

Support Duties:

  • Assist with the management of the office by coordinating location logistics, approving technology reservation requests, and processing maintenance requests as needed.
  • Make routine website updates as needed as requested by the Assistant Director. Assist with troubleshooting and testing department registration systems.
  • Routinely update training resources, policies, and procedures.
  • Assist with supporting Director through calendar management, arranging meetings, conferences, and appointments; make necessary travel reservations and itineraries; determine and prepare materials needed.
  • Support department through participation in a variety of institutional, divisional and department wide activities, assignments, and committee work.
  • Other duties as assigned.

Knowledge, Skills, and Abilities:

  • Commitment to creating an environment sensitive to student diversity.
  • Knowledge of office and administrative practices and principles.
  • Knowledge of policies, practices, procedures associated with academic support programs.
  • Knowledge of leadership practices and coordinating activities of others.
  • Ability to effectively communicate.
  • Ability to work effectively with a team.
  • Ability to manage projects in a timely manner with attention to detail and a high degree of openness to new approaches and new ideas.
  • Ability to problem solve and make decisions.
  • Skill in recording and compiling material for reports.
  • Skill in providing quality customer service.
  • Skill in the operation of a variety of office machines including, personal computers, telephones, and copiers.
  • Skill in Microsoft Office products, i.e. Excel and Word.
  • Demonstrated organizational skills and attention to detail.

Minimum Qualifications

  • Bachelor's degree in Business or field pertinent to work unit or equivalent advanced learning attained through experience required.
  • Up to 1 year of relevant work experience required.

Preferred Qualifications

  • Experience in providing customer service.
  • Experience in Student Affairs.
  • Experience with FERPA and ethical principles in working with students.
  • Experience with supervision principles and practices.

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: $22.95 - $23.07

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

Number of Vacancies: 1

Contact Information for Candidates

Sarah Boatright

520-626-1904

sboatright@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume, Cover Letter, and One Additional Document

Special Instructions to Applicant

Please include the answers to the following questions on the required additional document when applying:

1) Based on your understanding of the job description, what interests you about this position and how does it fit into your career or personal goals?

2) Describe your customer philosophy. How does your customer service philosophy support THINK TANK's mission to empower University of Arizona students by providing a positive environment where they can master the skills needed to become successful lifelong learners?

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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