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Administrative Associate (UPDATED)

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Please see Special Instructions for more details.

Please note: You will be required to provide contact information for a minimum of three professional references within your application. Should you be selected as a finalist for this position, your references may receive an automatic email. This email will ask your references to complete a brief questionnaire in regard to your suitability for the position as well as request the attachment of a letter of recommendation.

Position Details

Position Information

Title Administrative Associate (UPDATED)
Department Career Development (8301)
Location Main Campus
Position Summary

Please note: the review date for this position has been extended to 11/14/2017.

A dynamic new unit combining Student Engagement, Career Development, Leadership Programs, Employer and Alumni Engagement seeks a resourceful Administrative Associate who will provide outstanding support to unit staff, our student clients and campus partners. We are looking for a team player with excellent customer service skills, work ethic and positive attitude to help our fast-paced, highly-visible unit provide excellent education and service.
The Administrative Associate, who reports to the Manager of Administrative Services, serves as a support to the operations of Student Engagement, Leadership Programs, Career Development, and Employer and Alumni Engagement. The successful candidate will have the ability to take on a range of assignments and must be able to foster a high-level of professionalism and customer service. Efficient organization, reliability, effective writing/communication skills, the ability to work independently, and strong analytical thinking are essential. Support includes working cohesively with senior leaders as well as the administrative team members while providing efficient and effective office practices and procedures.

Career Development, a department within the Division of Student Affairs and Enrollment Management | Academic Initiatives and Student Success supports the UA’s diversity and inclusiveness strategic initiatives designed to create an inclusive environment for all faculty, staff, and students. The candidate chosen for this position will be expected to support diversity and inclusiveness efforts in the department and college.

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:

  • Provide general administrative support for Student Engagement, Employer and Alumni Engagement and Leadership and Career Education including maintaining calendars and scheduling meetings.
  • Assist staff with general clerical needs.
  • Process presentation requests.
  • Monitor, track, and schedule room reservations for conference rooms within the area using Microsoft Outlook Calendar.
  • Operate and assist others with office equipment.
  • Support events and student communication through Handshake.
  • There may be additional duties assigned as it relates to this position.

SUPERVISION:

  • Supervise Peer Education team that oversees front desk operations and Resume Lab
  • Schedule student staff(s) in When I Work and delegate appropriate tasks
  • Meet weekly with Peer Education Team

BUSINESS:

  • Prepare travel authorizations, disbursement vouchers and check requests as needed.
  • Prepare P-card documents for reconciliation.
  • Process daily transactions and reconcile month end revenue and expenses.
  • Assist in processing student bursar billing for Blue Chip students

EVENTS:

  • Assistant with arrangements for events and meetings and communicates to appropriate individuals.

OPERATIONS:

  • Responsible for inventory and ordering office supplies.
  • Provide exceptional customer service for students/alumni, faculty and staff, employers, and visiting guests of the University at the reception desk.
  • Provide assistance to students, staff, and employers by answering email, phone, and in-person questions concerning Student Engagement & Career Development
  • Maintain highest standards for office appearance to create a welcoming, profession and learning oriented environment.

TECHNOLOGY:

  • Assist with daily job postings and employer approvals in Handshake
  • Assist with daily technical support needs with Handshake, including student, faculty and staff, and employer access and navigation.
  • Tech support emails
Knowledge, Skills, & Abilities
  • Knowledge of UAccess Financials
  • Knowledge of Student Employee Handbook
  • Skill in the use of outlook calendaring
  • Skill in the use of Handshake software or equivalent software
  • Ability to critically think and make wise decision despite ambiguity
  • Ability to collaborate and seek the best for the Student Engagement and Career Development unit
Minimum Qualifications

Please see ‘Arizona Board of Regents Minimum Qualifications’ below.

Arizona Board of Regents Minimum Qualifications

Bachelor’s degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR, five years of directly related administrative experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications
  • Knowledge of Student Engagement and Career Development services and programs.
  • Knowledge of the UA business processes (pcard reconciling and travel reimbursement)
  • Experience with supervising student staff.
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Clerical and Office
Benefits Eligible Yes - Full Benefits
FLSA Exempt
Posted Rate of Pay $31,125 - $36,000 Annually (DOE)
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24156
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Cindy Shriver
Phone: 520.621.6734
Email: shriverc@email.arizona.edu

Open Date 10/23/2017
Review Start Date 11/14/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicant

Please note: You will be required to provide contact information for a minimum of three professional references within your application. Should you be selected as a finalist for this position, your references may receive an automatic email. This email will ask your references to complete a brief questionnaire in regard to your suitability for the position as well as request the attachment of a letter of recommendation.

Quick Link for Internal Postings http://uacareers.com/postings/22697
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
    • ArizonaDiversity.com
    • Careerbuilder.com
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • HigherEdsJobs.com
    • Hispanic Outlook in Higher Education
    • Indeed.com
    • InsideHigherEd.com
    • 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 a Bachelor's degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR, five years of directly related administrative 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