University of Arizona
Administrative Associate
Tucson, AZ, US
Sponsorship not specifiedDetected 6 days ago
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About the role
- Record meeting notes and disseminate relevant information and action items to appropriate stakeholders.
- Exercise sound judgment and professionalism when responding to inquiries and resolving administrative issues independently.
- Provide exceptional customer service in person, by phone, and through written communication, ensuring inquiries are addressed accurately and efficiently.
Responsibilities
- Provide high-level administrative support to the Assistant Vice Provost for Academic Advising, including complex calendar management, meeting coordination, correspondence, and logistical planning.
- Manage executive schedules proactively by prioritizing appointments, resolving conflicts, and ensuring timely preparation for meetings and events.
- Organize and coordinate regular and ad hoc meetings involving administrators, faculty, staff, donors, alumni, and external partners; prepare and distribute agendas, materials, and follow-up documentation.
- Create and maintain professional marketing materials, flyers, handouts, website content, and digital communications to support outreach, engagement, and office initiatives.
- Maintain and update departmental data systems and records, ensuring accuracy, confidentiality, and effective reporting practices.
- Manage event logistics such as room reservations, audiovisual equipment, catering, accommodations, rentals, invitations, and event communications.
- include developing event timelines, coordinating logistics, communicating with campus partners and vendors, managing event materials, tracking project progress, and ensuring successful event implementation.
- Collaborate with Trellis partners to support the development, implementation, troubleshooting, and enhancement of advising applications and workflows.
- Maintain the department's master event calendar and ensure leadership and staff are informed of upcoming deadlines and activities.
- Provide administrative support for academic advisors.
Requirements
- Demonstrated knowledge of standard office policies and procedures.
- Knowledge of UA administrative, academic, and business policies and procedures.
- Ability to think critically, solve problems, and make decisions independently.
Skills
- Strong organizational, time-management, and prioritization skills with the ability to work independently in a fast-paced environment.
- Proven ability to coordinate multiple projects and deadlines while maintaining accuracy and attention to detail.
- Knowledge of university systems and processes, including (Peoplesoft) UAccess, UAccess Analytics, and (Salesforce)Trellis advising systems.
- Commitment to fostering a collaborative, respectful, and student-centered workplace culture.
- Demonstrated effective communication with various campus populations.
- Demonstrated excellent communication and presentation skills and proactive, open, and responsive interpersonal skills.
Benefits
- Support the coordination and manage the planning and execution of key departmental events and initiatives, including the Meet Your Major Fair and Health and Law Expos.
- Support front desk operations and lobby coverage as needed, maintaining a professional and student-centered environment.
- Coordinate and support signature programs and events, including Major Exploration initiatives, Major Fairs, New Student Orientation, Health and Law Expos, workshops, presentations, and other advising-related programs.
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This listing is sourced directly from University of Arizona's careers page and normalized into a canonical job model.