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Manager, Administration

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Position Details

Position Information

Title Manager, Administration
Department School of Information (0481)
Location Main Campus
Position Summary

The School of Information (SI) in the College of Social & Behavioral Sciences seeks a full-time Manager of Administration who will be responsible for managing and coordinating the day-to day functions in the School, aiding the Director with donor plans and appointments, managing faculty affairs, as well as some of the instructional matters for the unit. The successful candidate should have excellent writing, oral communication, and organizational skills. This position reports to the Director of the SI.

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!

Accepting a new position is a big life step. We want potential candidates and their families to be able to make informed decisions. Candidates who are considering relocation to the Tucson or Phoenix area, and have been offered an on-site interview, are encouraged to use the free services offered by Above & Beyond Relocation Services (ABRS).Ask your department contact to be introduced to ABRS prior to your visit.

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

• Manage and coordinate academic and faculty affairs. This includes sabbaticals & other leaves, promotion & tenure, retirements, annual performance reviews (UA Vitae Administrator), faculty awards, international scholar & visa issues, visiting scholars, faculty orientations, etc.

• Engage in a broad set of curricular program coordination tasks, taking primary responsibility for some of the coordinating duties tied to running the undergraduate and graduate degree programs.

• Manage graduate program application process, and work with the Director of Graduate Studies on financial aid packages.

• Serve as time approver and verify time for administrative staff in the front office for the Director.

• Be prepared to provide back up to all administrative positions as needed.

• Manage the faculty, staff, and student employee recruitment process. Coordinate hires with the business office. Coordinate search committees and on campus interviewing logistics when needed.

• Work with the Director, Associate Director, and other faculty coordinators on alumni/donor relations as well as grant proposals (e.g., managing documents, writing letters, helping with related meetings and travel).

• If needed or requested by the School Director, develop marketing materials, including brochures, flyers, web advertisements, conference/event announcements, etc.

• Coordinate the writing and management of all key SI documents, reports, outreach materials, etc. This includes APR and Accreditation reports. This also includes the writing of a yearly or bi-yearly School newsletter students, alumni, friends, community partners, etc.

• Work closely with the Director, Associate Director, Graduate Director, Undergraduate Director, administrative staff, and Business Office on various projects, and to ensure timely and efficient project workflows. Update Director and Associate Director on concerns that arise and work together on solutions.

• Advise SI faculty, staff, and students on administrative/personnel policies as appropriate.

• Maintain the Director’s schedule/calendar and assist with the School calendar. Coordinate travel and logistics as necessary or requested by the Director.

• Work with others on the staff team to help maintain a social media presence, to help coordinate SI events, as well as represent SI at events and meetings as appropriate.

• Serve as Webmaster for the School of Information website.

• Maintain the School’s Jobs forum and Job and Placement Resources web page. Distribute a jobs digest promoting the forum and placement resources.

• Work with staff and coordinating faculty to maintain online Internship information for our students, and to thank internship site supervisors each semester.

• Keep the School’s shared drives and files in good order, working with the staff team to keep information and documents archived and managed.

• Work with faculty committees and coordinators to help manage faculty annual performance reviews and GTA semester evaluations.

• Manage GTA activity data collection every semester, help manage their funding and assignments, working with the staff team and coordinating faculty.

• Conduct and report on the SI recent graduates and exit surveys.

• Serve as building monitor and space liaison, coordinate equipment inventory, and act as liaison with SBS, Facilities Management, and Plan Design & Construction. Manage space and equipment inventories and information, help coordinate furniture needs, room arrangements, and keys working with others on the staff team and coordinating faculty (e.g., the Director and Associate Director).

• Manage departmental listserves, coordinate faculty meetings, and take/manage faculty meeting minutes. Coordinate with staff to handle staff action items from faculty meetings.

• Additional duties may be assigned.

Knowledge, Skills, & Abilities
Minimum Qualifications

◦ Bachelor’s degree in Business Administration or related field and five years of related experience; or equivalent combination of education and experience.
◦ The ability to manage a variety of tasks and be comfortable with uncertainty in a changing and evolving environment.
◦ A track record of successfully managing multiple projects and keeping priorities.
◦ Proficiency in Microsoft Office applications as well as Google Docs/Google Sheets.
◦ Must work well in a team and office environment.
◦ Must be able to orally communicate clearly, honestly, and professionally.
◦ Strong written communication skills are critical.

Preferred Qualifications

• Proficient in UAccess Analytics and UAccess Student.
• Knowledge and understanding of academic policies and processes.
• Proficient with Qualtrics.
• Knowledge of UA Graduate College policies and procedures.
• Constant Contact or Mail Chimp knowledge.
DRUPAL training.
• Microsoft Access knowledge.
• Adobe InDesign or equivalent knowledge.
• Familiarity with FastLane.

FLSA Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
Posted Rate of Pay $47,000 - $50,000 Annually (DOE)
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number A22251
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Amy Haas
621-3566

Open Date 12/07/2017
Close Date
Open Until Filled Yes
Review Begins On 12/18/2017
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. 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.

Quick Link for Internal Postings http://uacareers.com/postings/23670

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. * Upon hire, will you possess a Bachelor's degree in Business Administration or related field and five years of related experience; or any equivalent combination of education and experience?
    • Yes
    • No
  3. * Are you proficient using Microsoft Office Applications?
    • Yes
    • No
  4. * Briefly describe your ability to communicate effectively with different groups/individuals.

    (Open Ended Question)

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents