Administrative Support Assistant II

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; retirement plans; access to UA recreation and cultural activities; and more!

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* Performs a wide variety of administrative support activities for the entire team such as preparation of manuals, agendas, minutes, supporting documentation, onboarding training
* Manages the front desk, including but not limited to, greeting visitors, accepting deliveries, screens phone calls and visitors, directing to appropriate staff or department when necessary
* Maintains and preliminarily reconciles budgets for department, institutional or work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits; makes recommendations for purchases
* Coordinates and maintains calendar(s) using sound judgment in determining priorities
* Organizes meetings (scheduling, location, food, and provides supporting materials)
* Coordinates travel arrangements and prepares appropriate documentation, including travel authorizations and expense reports
* Leads scheduling of video and photo shoots, including coordination of student modeling talent, maintaining a student-based casting database, preparing call sheets, and attending shoots to provide support as needed, and other large events as assigned
* Liaises with University Information Technology Services to ensure office equipment and computers are set up for team proficiency and productivity
* Liaises with undergraduate admissions teams' administrative support systems to realize efficiencies
* Manages marketing material inventory across national and regional teams
* Manages the organization of marketing materials, shipping, and fulfills material requests
* Assists with project management tool maintenance
* Distributes correspondence and incoming mail
* Manages the inventory and ordering of the department's office supplies
* May supervise, monitor or coordinate the activities of student workers
* Serves as liaison to faculty, staff, students, alumni, outside agencies and the public concerning information or complaints
* Performs other related duties as assigned

Knowledge, Skills and Abilities:

Ability to:
* Administer financial transactions and record keeping for unit
* Manage multiple projects simultaneously
* Work independently, with a high degree of self-motivation
* Demonstrate flexibility in approach, attitude, and work ethic
* Organize systems, processes, and people
* Focus on custom service with an attention to detail
* Embrace a high degree of openness to new approaches and new ideas
* Lead individuals regardless of reporting structure
* Exercise discretion and tact in communication, whether internal or external
* Establish and maintain positive working relationships
* Present ideas effectively, both orally and in writing
* Communicate effectively with people from a wide variety of educational, cultural and socio-economic backgrounds
* Meet targets and deadlines

Knowledge of:
* Microsoft Office suite, including Word and Excel
* Basic financial management and budgeting principles
* Calendaring systems, best practices

*Comfort with Mac OS,
mobile technology
*Familiarity with the
University of Arizona and its organization, mission, commitments, structures,
policies, practices, and databases

• High school diploma or high school diploma equivalency AND at least three years of directly related administrative experience

• Marketing experience
  
• Experience in higher education, including experience working within fast-paced, diverse, and challenging, working and learning environments
  
• Familiarity with the University of Arizona and its organization, mission, commitments, structures, policies, practices, and databases