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Office Specialist (UPDATED)

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Position Details

Position Information

Title Office Specialist (UPDATED)
Department Engineering Administration (2301)
Location Main Campus
Position Summary

Please note: the ‘Posted Rate of Pay’ for this position has been updated from “DOE” to “$10.12 – $12.50 Per Hour”.

This position provides a variety of administrative and support-related activities for the Old Engineering Business Center (OEBC). The position will report to the Manager of Finance and Administration. The Office Specialist will work closely with the Coordinator for ENGR 498 and the Assistant Director for the ENGR 102 HS program along with the team in OEBC.

The Office Specialist requires attention to detail, use of good judgment and the ability to handle multiple projects with limited supervision. It also requires excellent communication and interpersonal skills and a high degree of computer proficiency. We seek a highly motivated individual with the ability to set priorities and handle multiple projects.

The Engineering College and its departments support Inclusive Excellence, the UA’s diversity and inclusiveness strategic initiative designed to create an inclusive environment for all faculty, staff, and students.

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

This Office Specialist position will support 3 program units in the College of Engineering with various financial and office tasks.

ENGR 102
• Assist with ENGR 102 HS workshop and mid-year meeting: Help plan event, print materials preparation, work reception table, collect paperwork, coordinate student workers, set up and run hospitality room

• Assist with program evaluation: Facilitate data collection and analysis, track former students

• Assist with ENGR 102 HS enrollment process: Roster and payment audits (checking records- sending email reminders), take customer service calls and emails

• Coordinate all details of classroom supply orders for 35 high schools ($14,000 budget): Coordinate with teachers to collect orders, submit orders, track shipping and take care of any returns or other problems.

• Reconcile PCard transactions

• Process travel authorizations and expense reports

• Scan and file documents

Duties consist of day to day operations relevant to the support of student teams and Engineering Design Operations, including:

• Serve as primary reference to assist all ENGR 498 teams in purchasing materials and supplies for projects.

• Troubleshoot purchasing issues and correspond with vendors as needed.

• Submit payment and process returns for team purchases and program operations.

• Process reimbursement to students for project expenses.

• Reconcile PCard purchases and prepare monthly PCard Compliance documentation.

• Update and maintain Team and Operations financial spreadsheets.

• Assist with 2 annual Engineering Design Program events.

• Materials courier for on-campus deliveries

• Assist with special projects and additional duties as assigned.

Knowledge, Skills, & Abilities
Minimum Qualifications

Please see ‘Arizona Board of Regents Minimum Qualifications’ 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

Some college, experience with UAccess Analytics and familiar with Excel working in spreadsheets, plus other Microsoft Office software and Surveymonkey, Qualtrics, Regonline

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 $10.12 - $12.50 Per Hour
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24161
Number of Vacancies One
Desired Start Date 12/04/2017
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Open Date 10/23/2017
Review Start Date 10/30/2017
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. Cover Letter
  2. Resume
Optional Documents