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Administrative Assistant, College of Science

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Position Details

Position Information

Title Administrative Assistant, College of Science
Department Development Office (9903)
Location Main Campus
Position Summary

This position will report into the University Development Program (UDP) and is assigned to the College of Science (COS). The UDP and COS are seeking applicants who are energetic and detail-oriented individuals who enjoy making a difference, being a part of a team and take pride in their work. The Administrative Assistant provides advanced clerical and administrative support to the department under the direction of the Administrative Associate within the Development Office.

The successful candidate will be required to display initiative, professionalism, and an ability to work and communicate as part of our team. We seek a highly motivated individual with the ability to set priorities, handle multiple projects, and have a high degree of computer proficiency. Incumbents will have contact with high-level constituents requiring use of business vocabulary, tact, discretion and judgment.

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 retirement plan; access to UA recreation and cultural activities; and more!

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.

Duties & Responsibilities

Administrative/Clerical Support

  • Provide professional and effective customer service with all interactions.
  • Serves as the first point of contact for donors, staff and the public.
  • Screens and directs phone calls to the appropriate staff member and assists customers when necessary.
  • Open and close the main office.
  • Maintains calendar(s) for assigned staff and prioritize and arrange meetings and appointments; prepares background meeting materials as needed.
  • Ensures office operations are efficient and in compliance with UDP and department policies and procedures.
  • Ability to learn and follow established UA and UAF policies and procedures to complete work; the ability to explain and respond to inquiries, from a variety of sources, based on the established policies.
  • Provides additional administrative support for the Senior Director of Development.
  • Supervise and monitor student worker.
  • Order and maintain office supplies for the office.
  • Helps keep office files organized and up-to-date.
  • Facilitates travel arrangements including reservations for flights, rental cars, hotels, conference registrations, etc.
  • Prepares expense and travel reimbursements and travel authorizations for development staff to submit to the COS Business office for processing and authorization.
  • Perform other duties as assigned.

Development & Events

  • Supports and assists with COS Events, Galileo Circle and Deans Board Meetings logistics to include; managing RSVP’s, routing permits to UA Catering, requesting facilities management reservations, creating name tags and other tasks as needed.
  • Process gifts and serves as college liaison for logging and depositing gifts for the college.
  • Processes acknowledgement letters and pledge reminders for donor gifts; includes pulling reports, updating, printing and mailing letters bi-weekly.
  • Provide department heads with monthly gift reports.
  • Utilizes Raiser’s Edge (RE) to: pull a variety of reports, add attendee information from events and manage rsvp’s, and update constituent records.
  • Work with UAF contacts and create helpdesks as needed regarding issues that may arise or to answer questions for departments and/or office.
  • Travel around campus may be required.
  • Must be able to work evenings and weekends for special events, with advanced notice.
Knowledge, Skills, & Abilities
  • Flexible in responding quickly and positively to shifting demands and opportunities.
  • Excellent knowledge of office and administrative procedures and policies.
  • Skilled in developing and maintaining good working relationships.
  • Ability to handle multiple projects.
  • High organizational skills.
  • Ability to prepare presentations.
  • Ability to problem-solve and make decisions.
  • Ability to effectively communicate.
  • Ability to work independently and as part of a team.
  • Willing to work occasional evening and weekends as needed for donor and special events.
Minimum Qualifications

Please see Arizona Board of Regents Minimum Qualifications below.

Arizona Board of Regents Minimum Qualifications

Four years of directly related experience; OR, a Certificate in Secretarial Science AND three years of directly related experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications
  • Highly self-motivated with the ability to work independently.
  • Proficient with MS Office (Word, Excel, MS Outlook, etc.)
  • Ability to operate basic office machinery.
  • Experience using a development or fundraising database (for example Raiser’s Edge (RE) or Blackbaud CRM).
  • Knowledge of UA policies and procedures.
  • Prior experience in a development/advancement program.
  • Detail-oriented.
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay $12.20 - $18.16 per hour, depending on experience
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24107
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Ellyn Chitwood

Applications must be submitted online.
Click “Apply for this Job” to do so.
If you experience difficulties with the application system, please contact

Open Date 10/05/2017
Review Start Date 10/11/2017
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 four years of directly related experience, or a Certificate in Secretarial Science AND three years of directly related 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