Administrative Associate (Multiple Positions) - University of Arizona : Job Details

Administrative Associate (Multiple Positions) Posting Number req20955 Department James C Wyant Coll Optical Sci Department Website Link Location Main Campus Address Tucson, AZ USA Position HighlightsWe are seeking candidates to fill multiple Administrative Associatepositions to serve as administrative liaisons for academia, research, and service supporting a large group of full-time academic faculty, research professors, and administrative units. All interested candidates should be proficient with Microsoft Office Suite. We will train a qualified candidate to work with the systems unique to the University. The successful candidate will be responsible for administrative and office operations, administrative research activity, (possible) basic accounting/budgeting, purchase order and shipment activity, travel coordination, calendaring and event planning. Strong organizational skills, excellent verbal and written communication and the ability to perform in a fast changing environment is expected. We are seeking someone with initiative, positive attitude, resourcefulness, sound judgment, and ability to distinguish priorities and work independently or in a group with minimal supervision.Please note: This position will be performed in-person at the University of Arizona main campus, Monday-Friday during regular University business hours.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; 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* Administrative support to numerous full-time academic faculty members (tenure/tenure eligible), their research teams, emeritus faculty, and administrators. Update daily classroom assignment/homework on website and UA D2L; distribute, collect and data enter homework assignments and other miscellaneous reports/spreadsheets. Assist with typing and coordination of manuscripts, formatting of grant proposals and submitting quarterly technical reports, budgets, book chapters, abstracts and journal submissions. File, copy, scan, fax, and produce mass mail merges as needed.* Process UA/UAF financial transactions: p-card, purchase requisitions, disbursement vouchers, and several other online forms. Handles packing and shipping activity, resolves problematic shipping/receiving orders (FedEx, UPS, Amazon, etc.)* Work with College Business Office to submit all necessary financial documents to include p-card forms, requisitions, DVs, Internal Billing.* Coordinate travel activity and complete necessary online transactions for faculty, research staff, graduate students and administrators (travel authorizations, travel advance, and reimbursement reports).* OSC College Colloquium Lecture Series: Admin Team participates in rotation cycle in a coordination role for 2-4 semesters supporting Chair in managing the administrative functions of the program (extend speaker invitation letters, abstract announcements, lodging & travel arrangements, lecturer itinerary, travel expense reimbursement, marketing, catering, bookkeeping).* Event planning and coordination of in-house, in-state and out of state functions (workshops, retreats, special presentations) to include, but not limited to arranging logistics, contract arrangements with hotel/university, conference/banquet rooms, catering, manning and setup of registration desk, coordination of speaker presentations, agendas and itineraries, lodging and travel arrangements, create and manage distribution & registration activity and lists, create and circulate announcements and flyers, assembles syllabus/program, pamphlets and other marketing material.Knowledge, Skills & Abilities:* Strong Organization skills and excellent verbal and written communication is required.* High degree of professionalism, confidentiality, initiative, organization, attention to detail and accuracy is a must.* Proficient with Microsoft Office Suite.* Ability to compose general correspondence.Minimum Qualifications* High school diploma or equivalent, or equivalent learning attained through experience required.* Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.Preferred QualificationsThe following list of experience is preferred but not required:* Associate's or Bachelor's degree or equivalent learning attained through experience.* Experience with basic accounting/budgeting procedures.* Experience with UAccess Financial/Analytics, WordPress/Drupal, D2L.* Experience with UA administrative office procedures and policies.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 $20.33 - $25.41 Compensation Type hourly rate Grade 5 Compensation Guidance The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator. Grade Range Minimum $20.33 Grade Range Midpoint $25.41 Grade Range Maximum $30.49 Career Stream and Level OC3 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 2 Target Hire Date 11/18/2024 Expected End Date Contact Information for Candidates Carol [email protected] Date 10/18/2024 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant 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 a 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. Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.Paper copies of the Reports can be obtained by contacting the University Compliance Office at [email protected].