Administrative Assistant

Position Details

Position Information

Title Administrative Assistant
Department Computer Science (0412)
Location Main Campus
Position Summary

The Department of Computer Science seeks candidates for the position of Administrative Assistant. The Administrative Assistant will be part of the Academic Services team which provides service and support to over 1,200 undergraduate students, 65 graduate students, 26 faculty members, and 10 staff. This fast-paced, key position will help provide the face of the Department of Computer Science to internal and external audiences locally, nationally, and internationally. We are looking for an energetic and motivated individual who shares our passion for education. Academic Services staff strive to uphold the highest professional standards and are dedicated to working in the best interest of the students and faculty. The Department of Computer Science supports the UA’s diversity and inclusiveness strategic initiatives 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.

The Administrative Assistant will work closely with the Department Head, Associate Department Head, and Director of Academic and Support Services to ensure that student and faculty support services are efficiently and effectively delivered. This includes interacting with prospective and current students and faculty, coordinating with academic and administrative support units across campus, and serving as the initial point of contact for the Department of Computer Science.

This position requires a high degree of professionalism, discretion, initiative, and organization; accuracy and attention to detail; use of good judgment; an ability to set priorities and handle multiple projects with limited supervision. It also requires excellent communication and interpersonal skills, and a high degree of computer proficiency. The ability to work a flexible schedule for occasional special events is also desired. This position is not supervisory in nature.

Incumbents are expected to possess basic knowledge about department and University services and procedures. The ability to be sensitive to the needs of diverse student and faculty populations, such as non-traditional, minority, and individuals with disabilities, is a necessity. Incumbents must also be able to interpret student and faculty needs and determine referrals, as appropriate. The incumbent will be responsible for various administrative tasks associated with day-to-day operations and planning for regular department events. The Director of Academic and Support Services supervises the position.

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

- Ensure quality customer service is provided at all times and daily office operation is efficient and in compliance with UA and department policies and procedures.
- Screen incoming inquiries to provide prompt attention and effectively manage customer expectations.
- Coordinate the sharing and copying of correspondence, memoranda, and other information.
- Type, proofread and send correspondence.
- Keep office files organized and up to date.
- Order supplies for department.
- Distribute daily mail.
- Coordinate annual faculty recruitment process, including review of applications, travel arrangements for candidates, communications regarding hiring process, and reimbursements.
- Plan and manage department social events, including beginning of semester and commencement events and department and faculty retreats. Assist with special events and meetings as needed.
- Perform other duties as assigned.

Knowledge, Skills, & Abilities

- Demonstration of effective communication and organizational skills.
- Evidence of effective collaborative work with others.
- Knowledge of standard office policies and procedures.
- Demonstrated ability to prioritize workload.
- Ability to work with minimal supervision.
- Ability to work within established policies and procedures.
- Excellent verbal and written communication, including strong proofreading ability; interpersonal skills and judgment; and time management proficiency.
- Ability to operate telephone, personal computer, printer, copier, fax machine, and calculator.
- Proficiency with software programs and applications such as Microsoft Office (PowerPoint, Word, Excel, Access) and Google (Drive, Calendar, Gmail).
- Ability to appropriately and professionally handle highly sensitive and confidential information, and to keep this information totally confidential.
- Ability to solve problems and use professional judgment and discretion.
- Strong work ethic.
- Self-motivated with the ability to take initiative.
- Ability to work in a team-based environment and learn new skills.
- Ability to work in an environment in which work is conducted on a personal computer in an open, busy work area; and frequent exposure to a computer screen.

Minimum Qualifications
  • Driving is required on a regular basis for errands (e.g. picking up supplies for events). A valid driver license is required with the ability to drive according to the University Fleet Safety Policy.
  • This position may require to sit or otherwise remain stationary for extended periods of time.
Arizona Board of Regents Minimum Qualifications

Four years of directly related experience; OR, a Certificate in Secretarial Science AND three years of directly related experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications

- Experience working with college-aged students and faculty.
- Two years of experience in customer service in higher education setting.
- Flexible work schedule to attend some evening events.
- Awareness of current events and situations that affect this position and this department.

Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Clerical and Office
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay $13.00 -$18.00 Per Hour DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24654
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Bridget Radcliff

Open Date 02/23/2018
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 four years of directly related experience, or a Certificate in Secretarial Science AND three years of directly related 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