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Administrative Associate

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Position Details

Position Information

Title Administrative Associate
Department Aerospace & Mechanical Engr (2305)
Location Main Campus
Position Summary

The Aerospace and Mechanical Engineering department (AME) is seeking an experienced Administrative Associate to work with our faculty, staff and students to strengthen relations that support the department. The selected candidate must maintain a high degree of professionalism, organization, and coordination. Time management, attention to detail, and the ability to multitask are essential skills for this position. This position reports to the Manager, Administration and Finance.

The Aerospace and Mechanical Engineering department support Inclusive Excellence, the UA’s diversity and inclusiveness strategic initiative designed to create an inclusive environment for all faculty, staff, and students. The candidate is 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

*Provide administrative support to AME’s academic teaching department by providing reception services, scheduling appointments, meetings, and travel.
*Help to organize and conduct departmental events, as directed, by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs.
*Attend events to facilitate operations and respond to emergencies or problems; ensures all aspects of events are implemented and controlled according to plans.
*Compile material for event programs; maintain mailing lists for distribution of event calendar or other pertinent information (Sear’s Memorial Lecture Series)
*Serve as department liaison and organizer for spring pre-commencement/graduation.
*Prepare P-card documents and submit receipts for reconciliation.
*Responsible for general office administration, including opening and closing the office, answering phones, assisting visitors, and other duties as assigned.
*Respond to emails from the general public.
*Monitor, track, and schedule room reservations for conference rooms within the AME department using Microsoft Outlook Calendar.
*Maintain various contact lists, office directories, and email listservs.
*Perform other duties as assigned or required to meet the departments goals and objectives.
*Additional duties as assigned.

Knowledge, Skills, & Abilities
Minimum Qualifications

*Excellent communication and interpersonal skills.
*Ability to work independently as well as part of team in a fast paced environment.
*Excellent time management skills.
*Excellent attention to detail.

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
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
FLSA Exempt
Posted Rate of Pay $38,500 - $42,000 Annually, DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24317
Number of Vacancies One
Desired Start Date 01/01/2018
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Nancy Preble

Open Date 12/07/2017
Review Start Date 12/11/2017
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 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