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Office Specialist (UPDATED)

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Position Details

Position Information

Title Office Specialist (UPDATED)
Department Management Information Systems (3010)
Location Main Campus
Position Summary

Please Note: This posting is no longer UA Internal Only. As a result, the review date has been extended to 09/18/2017.

The Management Information Systems Department seeks a highly motivated candidate to serve as Office Specialist in the front desk area of the department office. This role will serve as the first point of contact for department visitors, students, faculty, and staff. In addition, this position will support the department faculty, students, and the business office with daily office tasks and important academic and business office coordination responsibilities.

The University of Arizona has been listed by Forbes as one of America’s Best Employers in the United States and WorldatWork and the Arizona Department of Health Services have recognized us for our innovative work-life programs. For more information about working at the University of Arizona, please click here.

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!

Duties & Responsibilities

Office Coordination:
• Greet department guests and assist them as needed.
• Open office no later than 8am; close office at 5pm; unlock front office and open other rooms as required.
• Schedule meetings, interviews and conference calls.
• Responsible for monitoring and ordering all department supplies
• Initiate Facility Management (FM) and Eller IT requests for department.
• Assist with department events as required, including attendance, ordering food, set up, and clean up.
• Process parking reservations for department guests as requested.
• Responsible for department copier (ordering toner and reporting maintenance issues).
• Manage department FedEx supplies and order FedEx pickup.
• Process keys to department cubicles for students.
• Support the management of department property inventory (capital and non-capital items), including submitting surplus requests.
• Order faculty regalia for special occasions.

Financial and Travel Tasks:
• Enter all department documents into a tracking log before they are sent out (financial, personnel, payroll and other documents).
• Complete relatively-routine travel authorizations and travel reimbursements for faculty and staff.
• Assist with travel expense reports by obtaining backup documents (conference agenda, currency exchange, comparison of airfare and hotel rates, etc.).
• Perform a variety of clerical tasks as needed, including filing, faxing, photocopying, scanning, mail distribution, typing correspondence, etc.
• Back-up to student workers for department mail, front desk voice mail, running errands on campus, etc.
• Back-up to Office Specialist, Senior for appropriate tasks when needed.

Other duties as assigned.

Knowledge, Skills, & Abilities

• Ability to multi-task and provide support to multiple constituencies as needed.
• Knowledge of policies, practices, procedures and terminology of an academic business office.
• Knowledge of leadership practices and coordinating activities of others.
• Skill in the operation of a variety of office machines including, personal computers, telephones and copiers.
• Skill in recording and compiling material for reports.
• Ability to effectively communicate.

Minimum Qualifications

See ABOR minimum qualifications listed below.

Arizona Board of Regents Minimum Qualifications

Three years of office/clerical experience which includes one year in a directly related function; OR, a Certificate in Secretarial Science AND two years of secretarial/clerical experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications

• Experience working in an academic business office supporting students, faculty, and staff.
• Experience applying University of Arizona travel and business office policies and procedures.

Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Clerical and Office
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay $12.00-$14.00 per hour
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S23833
Number of Vacancies One
Desired Start Date 09/11/2017
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Arika Wells

Open Date 09/01/2017
Review Start Date 09/18/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings
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. 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 encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. 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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • Hispanic Outlook in Higher Education
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other
  2. * Do you have three years of office/clerical experience which includes one year in a directly related function; OR, a Certificate in Secretarial Science AND two years of secretarial/clerical experience; OR, any equivalent combination of experience, training and/or education?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents