Administrative Associate (Assistant to the Director for Administration and Outreach)

Position Details

Position Information

Title Administrative Associate (Assistant to the Director for Administration and Outreach)
Department Ctr for Creative Photography (2538)
Location Main Campus
Position Summary

Fantastic opportunity for an experienced, highly-organized, and resourceful administrative professional to support the renowned Center for Creative Photography (CCP), one of three University arts and cultural institutions that report to the office of Research, Discovery & Innovation (RDI) as part of the UA interdisciplinary arts, culture and society academic enterprise.

WE-are the premier research collection of American photographic fine art and archives, promoting creative inquiry, dialogue, and appreciation of photography’s enduring cultural influence. CCP’s collections include some of the most recognizable names in 20th century North American photography: Ansel Adams, Wynn Bullock, Harry Callahan, Aaron Siskind, Frederick Sommer, W. Eugene Smith, Lola Alvarez Bravo, Edward Weston, and Garry Winogrand.

YOU-are a highly motivated, intelligent, and perceptive individual with excellent communication, organizational and decision-making skills. You are a self-starter with a high proficiency in Excel and other computer applications as well as knowledge of administrative best practices. You are able to juggle conflicting priorities and multiple assignments; anticipate the various demands on the Director’s time and attention, and exercise discernment in prioritizing those demands.

This newly-created position reports directly to the CCP Director and works closely with program staff across the institution as well as with external partners. The successful candidate must be a proactive problem-solver who fosters positive relationships and builds rapport.

In addition to managing the day-to-day administrative needs of the Director’s office, the CCP Administrative Associate will serve as a point of contact for internal and external constituents including senior management, UA faculty, staff, volunteers, students, committee members, donors, renowned scientists and various representatives from the local and international community. Duties of this position require considerable discretion in the handling of confidential information and sensitive matters and good judgment.

Major areas of assistance include assisting with the planning, management and administration of program and project activities; conducting research, generating and analyzing reports; writing, organizing and disseminating information; and presenting materials for meetings and reports.

With more than $622 million in research and development dollars from federal, state, and private sources, The University of Arizona currently ranks #23 among public universities in the US in overall research expenditures and #6 in physical science research. With world class faculty in fields as diverse as astronomy and space exploration, plant science, biomedical science and biotechnology, anthropology, Native peoples, business, law, philosophy, music, and dance, the UA is one of only 62 members in the Association of American Universities. The University’s main campus is situated in the heart of Tucson. Surrounded by mountains and the high Sonoran Desert, Tucson boasts a distinctive southwestern feel and enjoys more than 300 days of sunshine each year.

The UA today has over 43,000 students, and nearly 15,600 employees. The main campus has grown from its original 40 acres to more than 350 acres, and boasts the oldest continually maintained green space in Arizona. The University of Arizona offers a broad range of educational programs and support services that attract an excellent and diverse student body.

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

 Plan, organize, and direct the day-to-day administrative operations of the Director’s office and assist with key projects.

 Manage all aspects of the Director’s calendar, keeping her on-schedule and prepared throughout the day; anticipate needs and potential conflicts and respond proactively without requiring detailed direction.

 Execute correspondence for meetings, phone calls, information, events, schedules, and agendas; communicate on Director’s behalf and practice good judgment in handling confidential information.

 Prioritize and arrange meetings, conferences and appointments for unit administrators; make necessary travel reservations and itineraries; determine and prepare background material needed.

 Support the Director and designated staff with research, compiling and organization of information.

 Serve as point of contact for faculty, staff, students, alumni, researchers, donors, outside agencies and the public and determine appropriate course of action, referral, or response.

 Work closely with leadership team members to keep them informed of upcoming commitments and responsibilities, follow up as needed.

 Execute project management tasks for key initiatives and projects by organizing documents, tracking progress, moving forward action items and disseminating decisions and updates.

 Coordinate logistics and details for meetings and visits, procuring necessary meeting spaces or conference lines, equipment, materials, catering and other amenities.

 Work with departmental and central business offices to monitor and analyze budget information; advise and/or determine which expenditures are within budget guidelines

 Coordinate business functions and personnel matters with supporting units such as RDI Business Office, Financial Services and Human Resources.

 Investigate, evaluate and resolve routine and non-routine administrative and operational problems or situations

 Additional duties may be assigned

Knowledge, Skills, & Abilities

• Ability to professionally represent CCP through professional interactions with other administrators, faculty, students, donors and external

Minimum Qualifications

Please see Arizona Board of Regents Minimum Qualifications

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

• Educational background in Art History, Photography, Arts or Museum Administration, or another related field.

• Experience providing comprehensive administrative support to a manager, administrator or executive in a University, museum, art gallery, or non-profit environment.

• Familiarity with basic terminology and concepts of art or photography collections.

Full Time/Part Time Full Time
Number of Hours Worked per Week 41
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
FLSA Exempt
Posted Rate of Pay $31,125 - $40,443
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24619
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Anne Breckenridge Barrett

Open Date 02/20/2018
Review Start Date 02/28/2018
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