Job Listings

Business Office Coordinator

Company:
The University of Arizona
Job Location:
Tucson, Arizona
Category:
Business and Financial Services

Posting Number: req11733

Department: Fine Arts Administration

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

The Business Office Coordinator is positioned to be an integral member of Business Office Team, providing administrative support to the Assistant Dean of Finance/Chief of Staff and the HR Administrator, for Arizona Arts/College of Fine Arts. This role will be responsible for coordinating projects that involve working with all levels of internal management, staff, and faculty, in addition to being responsible for the management of calendaring and coordinating meeting logistics and support responding to time sensitive needs and communications. A successful candidate will be able to work effectively as part of a team-oriented environment and will need to demonstrate excellent communication skills with the ability to handle multiple tasks. This position will also require strong organizational skills and attention to detail.

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 and Responsibilities:

  • Manage a complex calendar, prioritizing appointments, commitments, and meetings for the Assistant Dean of Finance/Chief of Staff and HR Administrator, anticipate needs and resolve potential conflicts, and respond proactively with limited direction. Organize regular and ad hoc meetings involving multiple high-level administrators, staff, faculty, and the public; compiling, organizing, and distributing materials as needed.
  • Maintain various databases, compile data, and prepare various reports for internal purposes; represented in graphs, charts, etc.
  • Collects, analyzes, and reports on data and information related to financial data and/or personnel data.
  • Gather, compile, verify, analyze, and prepare information for use in documents such as memos, letters, reports, communications, and presentations.
  • Support projects and related tasks, organizing documents, tracking progress, moving forward with action items, and disseminating decisions and updates to the appropriate audience.
  • Basic accounting tasks as needed; prepares and organizes basic financial documents or support documents on behalf of the Finance team. Provide transactional support including reconciliation of PCard transactions and statements, preparing travel authorizations and disbursement vouchers.
  • Submit and reconcile financial documents.
  • Assist with HR tasks as appropriate (involving record keeping, recruitment related activities, on-boarding/off boarding activities, providing FMLA/Leave information/resources, etc.).
  • Provides front desk coverage/coverage for Deans office, as needed.
  • Other duties as assigned.

Knowledge, Skills, and Abilities:

  • Ability
    to use independent critical thinking and situational awareness.
  • Ability
    to maintain strict confidentiality.
  • Proactive and responsive interpersonal and communications skills, including the ability to gain the trust of others and establish friendly rapport with staff, faculty, administrators, and students.
  • Proficiency with Microsoft Office suite (including Word, Excel, PowerPoint, and Outlook), Qualtrics, Doodle pools, scheduling systems, and web-based research.
  • Excellent organizational and customer service skills.

Minimum Qualifications

  • Bachelor's degree or equivalent advanced learning attained through experience required.
  • One year of relevant work experience required.

Preferred Qualifications

  • Five or more years of administrative experience.
  • Experience working with educational or cultural institutions.
  • Experience with HRIS systems/UAccess Systems: Employee, Financials, Student, and Analytics.
  • Experience with ATS and related processes.
  • Experience with advanced-level competency using Microsoft Office Suite (Word, Excel, PowerPoint, Teams, and Outlook), Zoom, Qualtrics.
  • Experience with shared file environments, shared drives, Box, Google Drive.

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: $23.08 - $28.37 DOE

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

Josie Kelly

HR Administrator

josiec@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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