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Administrative Assistant

Please see Special Instructions for more details.

In your letter of interest, please describe how your qualifications and experience are fitting for this position.

Position Details

Position Information

Title Administrative Assistant
Department Libraries - Access & Information Services (1704)
Location Main Campus
Position Summary

The Administrative Assistant provides administrative support to the Head of Access & Information Services and team of 48 staff. This work requires initiative, independent judgment and discretion concerning priorities with a high level of organization, time management and interpersonal skills; excellent customer service skills, flexibility to manage multiple assignments using analytical skills and ability to work both autonomously and with supervision. The incumbent performs a wide variety of functions in support of departmental services, which requires knowledge of Library, University and departmental policies and established procedures.

The position works in an environment where department members are located in five libraries across campus: Main, Science-Engineering, Special Collections, Fine Arts, and Health Sciences working 24/5 and weekends for the purpose of supporting the education needs of customers and for promoting a safe and secure learning environment in the various libraries.

The AIS Administrative Assistant coordinates with other Administrative support positions for library-wide events as needed. The incumbent supports the library in its mission and vision in providing excellent customer service and as needed by serving on both departmental and library-wide projects and assignments.

WORK SCHEDULE:

Mon./Wed./Thur.: 7:30 am – 4:30 pm
Tues.: 7:30 am – 5:30 pm
Fri.: 7:30 am – 3:30 pm

Visit the University Libraries website to learn more about us.

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.

The University of Arizona is an equal opportunity employer providing equal opportunity for women, minorities, veterans and individuals with disabilities.

Duties & Responsibilities
  • Provides coordination and support to AIS Coordinator, Department Head, and AIS managers, including drafting, proofing and organizing confidential correspondence, memos, letters, reports, hiring documentation and project support.
  • Provides key administrative coordination and support (in-person, phone and via email); this includes independently composing replies to correspondence, interpreting and explaining established policies and procedures, synthesizing information and creating reports, among other tasks.
  • Coordinates travel reservations, itineraries, and reimbursements for the department.
  • Provides department with logistical support for meetings and other events. Tasks may include organizing meeting rooms, sending out reminders, tracking registration and attendance, taking notes, arranging catering, and set-up/clean-up.
  • Maintains inventory of office supplies and initiates purchases of materials; works closely with AIS Coordinator to reconcile and manage budget expenditures.
  • Maintains library hours on website and voicemail system.
  • Provides customers with directional and circulation assistance at an AIS service site (Main Information Desk). Ensures safety of library customers, employees, and security of library materials through application of library and University policies and procedures.
  • Reviews incoming physical mail for the department, distributing to various sites as necessary.
  • The University Libraries 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.
  • May supervise, monitor, or coordinate the activities of student assistants.
  • Other duties as assigned.
Knowledge, Skills, & Abilities
  • Positive attitude and strong demonstration of Our Values: Collaboration, Continuous Learning, Diversity, Innovation, and Integrity.
  • Ability and willingness to learn new skills as the work environment and customer needs change, showing motivation and management to work toward goals.
  • Ability to be adaptable and flexible in a fast-paced, fluid environment.
  • Ability to effectively communicate, in person and in writing.
  • Excellent initiative, organizational, and time management skills; evidence using good judgment and solid analytical and problem-solving skills with the ability to work confidently under direct supervision.
  • Skill in organizing and planning events.
  • Skill and basic knowledge of accounting/budgeting procedures.
  • Knowledge of standard office policies and procedures.
  • Skill in English composition, grammar, spelling and punctuation.
  • Skill in developing and maintaining good working relationships.
Minimum Qualifications

Please see Arizona Board of Regents Minimum Qualifications below.

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
  • Demonstrated use of Box, Microsoft Outlook, Excel, Word, Publisher, and Power Point presentation software; demonstrated ability to acquire new technology skills.
  • Successful past experience in organizing and planning events.
  • Previous travel coordination experience.
  • Previous library experience and working knowledge of an Integrated Library System (e.g., Ex Libris Alma/Primo preferred).
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay $15.00-$18.00 per hour
Type of criminal background check required: Name-based criminal background check (non-security sensitive)
Posting Detail Information

Posting Number S24743
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Krissandra McNeill
klmcneill@email.arizona.edu

Open Date 03/14/2018
Review Start Date 04/02/2018
Close Date
Open Until Filled
Special Instructions to Applicant

In your letter of interest, please describe how your qualifications and experience are fitting for this position.

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
    • 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. * 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
  3. * Please describe your experience in budget management, including reconciliation of budget expenditures.

    (Open Ended Question)

  4. * Please describe your work or other related experience supporting senior level administrators, drafting correspondence and creating reports.

    (Open Ended Question)

  5. * Please describe your customer service experience including steps you take to determine customer needs and their satisfaction. Also, describe your most challenging interaction with an unhappy customer and how you went about resolving the situation.

    (Open Ended Question)

  6. * Please describe your experience supervising employees (e.g. student assistants).

    (Open Ended Question)

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents