Administrative Associate (UPDATED) - University of Arizona : Job Details

Administrative Associate (UPDATED) Posting Number req21083 Department Residential Education Department Website Link Location Main Campus Address Tucson, AZ USA Position Highlights

Please Note: The Position Highlights has been updated to include The first review date for applications will be November 11, 2024.

The Administrative Associate, reporting to the Assistant 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.

The first review date for applications will be November 11, 2024.

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 houses 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.

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

DUTIES AND RESPONSIBILITIES:

* Provides administrative support to the Residential Education (ResEd) Unit, including specific support to the ResEd Management Team 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 the appropriate staff or unit when necessary.

* Participates in meetings 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.

* Creates, edits, and/or reviews Word documents, Excel spreadsheets, PowerPoint presentations, and other materials related to Residential Education.

* Assists with the recruitment and selection of Residential Education staff (professional, graduate and student staff) in ways such as candidate file organization, creating interview materials/schedules, coordinating travel, managing promotional materials regarding the recruitment and selection process.

* Utilizes StarRez software to maintain databases of employees where appropriate.

* Contributes to the onboarding of new staff including ordering staff apparel, business cards and nametags and coordination access to listservs and appropriate meeting.

* 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 coordination with numerous on-campus and off-campus entities.

* Manages ordering of Residential Education staff shirts.

* Contributes to staff recognition initiatives including departing staff recognition.

* Plans and arranges 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.

* Assists with various projects, including but not limited to communicating with students, other campus constituents and Housing & Residential Life Marketing to ensure smooth integration of various projects.

* 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 various departmental activities during the August move-in process.

* Completes 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 diverse tasks simultaneously.

* 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

SUPPLEMENTAL REQUIREMENTS:

* Housing & Residential Life is a security sensitive department, and this position requires a finger-print criminal background check.

* Motor Vehicle Division check

Minimum Qualifications

* High school diploma or equivalent, or equivalent learning attained through experience required.

* 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 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: Fingerprint criminal background check (security sensitive due to title or department) Number of Vacancies 1 Target Hire Date 1/6/2025 Expected End Date Contact Information for Candidates [email protected]

Open Date 11/1/2024 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].