Administrative Associate

Position Details

Position Information

Title Administrative Associate
Department Cancer Center Division (0721)
Location University of Arizona Health Sciences
Position Summary

The University of Arizona Cancer Center Division (UACC) invites qualified professionals to join our team as an Administrative Associate to support UACC Administration. The Administrative Associate performs varied advanced administrative work unique to UACC, requiring initiative and independent judgment. The incumbent will provide administrative support by coordinating staff and general administrative functions to include monitoring project and office budgets and business affairs, personnel matters, and interpreting policies and procedures. Such functions generally call upon the successful candidate to make decisions in regards to acquisition and allocation of organizational resources, to facilitate the work activities of staff, and to apply analytical and problem solving techniques to UACC business affairs. This position requires a high degree of professionalism. Exercising initiative, resourcefulness, integrity, and good judgment will be essential.

The successful candidate will demonstrate judgment and authority exercised in setting priorities, interpreting policy, processing travel and purchase requisitions, utilizing knowledge of policies and priorities of UACC and supervisor. Responsibilities include the ability to organize complex schedules, meetings, and travel arrangements. The candidate must also be able to multi-task, manage ongoing projects, and effectively communicate and collaborate with peers and researchers. Strong time-management skills are required to track progress of projects and ensure timely and efficient completion of tasks. The ideal candidate will be able to adapt and flex their support based on the needs of the areas they support.

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
  • Serve as backup to the UACC Director’s Assistant and the Associate Director/Chief Administrative Officer’s Executive Assistant – providing full administrative and calendaring support in their absence.
  • Perform ongoing scheduling and coordination of events to include developing, compiling and writing communications, minutes, promotional literature, flyers and outlines, coordinating process from development through printing and distribution.
  • Serve as liaison and central point-of-contact to faculty, staff and outside agencies in facilitating program objectives.
  • Prepare itineraries and arrangements for recruits and guest speakers.
  • Maintain conference room scheduling and update room wizard.
  • Take meeting minutes of various UACC committees Triage general questions, answer and screen main phone line, receive/sort mail and faxes.
  • Monitor or oversee the monitoring of a variety of account expenditures; maintain and reconcile detailed budgets for various accounts; advise and/or determine which expenditures are within the budget guidelines; inform management of irregularities and proceed with corrective action.
  • Approve/authorize expenditures or actions for administrative and operational needs sometimes requiring higher level signatures.
  • Organize and/or prepare departmental administrative and financial reports; analyze, summarize and interpret information; recommend action to be taken.
  • Prioritize workload to meet work unit operations.
  • Evaluate and recommend operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
  • Compose confidential correspondence on own initiative.
  • Coordinate business affairs, personnel matters and may interpret policies and procedures.
  • Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty work unit.
  • Serve as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
  • Participate in meetings and conferences pertinent to area of responsibility.
  • Prioritize and arrange meetings, conferences and appointments for unit administrator; make necessary travel reservations and itineraries; determine and prepare background materials needed.
Knowledge, Skills, & Abilities
  • Effective communication and multi-tasking experience and outstanding interpersonal, customer service and telephone skills.
  • Experience working in a high volume, visible, leadership office such as an academic, executive, or medical director’s office.
  • Knowledge of basic accounting/budgeting procedures.
  • Knowledge of standard office policies and procedures.
  • Knowledge of office and administrative practices and principles.
  • Ability to follow directions.
  • Ability to work under pressure and on tight deadlines.
  • Skill in developing and maintaining good working relationships.
  • Skill in English composition, grammar, spelling and punctuation.
  • Skill in basic math.
  • Skill in the use of personal computer/software.
  • Ability to problem solve and make decisions.
  • Ability to effectively communicate with superiors, coworkers, and other offices at the University of Arizona.
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
  • Experience in an academic medical or research environment.
  • Experience with EndNote.
  • Experience with prioritizing multiple projects and achieving desired results and deadlines.
  • Possess intermediate, or higher, Microsoft Office skills.
  • Experience with managing multiple calendars.
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 $31,125 - $47,243 Annually, DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24642
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Jennifer Brown

Open Date 02/22/2018
Review Start Date 02/27/2018
Close Date
Open Until Filled
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
  3. Reference/Referee Contact Information
Optional Documents