Administrative Assistant, SILLC

The School of International Languages, Literatures and Cultures (SILLC) is accepting applications for an administrative assistant to provide administrative support to one of the departments in SILLC. The position will perform a variety of clerical and secretarial duties and will provide support for the Department of French & Italian (and assist other units in SILLC as needed on occasion). Typical duties may include sorting and opening mail, running errands and making deliveries around the campus, maintaining files and records, organizing and ordering office supplies, maintaining websites, greeting visitors and answering the phone, and assisting with building management and special projects. This position will also assist the Department Head in French & Italian with recruitment and other administrative support such as calendaring, etc. The position is part of the SILLC Business and Academic Support Services Team also known as the Dream Team, and reports to the Manager for Business and Finance while providing more targeted support for the assigned academic Department Head. This position is important for the department, and helps set the tone for the office. As such, these are in-person positions.

Alumni Jacquelynn and Bennett Dorrance have made a gift commitment of $5.4 million to endow the deanship of the University of Arizona College of Humanities and inspire on campus and throughout the world a continuous and fearless spirit of open inquiry: https://humanities.arizona.edu/about/fearless-inquiries-project.

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

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties
and responsibilities include:

• General clerical duties to
  include greeting visitors, answering questions, addressing concerns, and
  providing directions to the appropriate personnel. This includes answering
  phones, transferring calls, sorting mail, taking errands, maintaining and
  ordering and inventorying office supplies/copier. Maintaining the
  Department Heads' calendars, scheduling appointments, and meetings.
• Provide administrative
  support to the Department Head for French & Italian including but not limited to managing
  calendar, making travel arrangements, reserving and organizing rooms,
  coordinating interviews and search committee meetings. Help with faculty recruitment duties.
• Help with student recruitment and retention - researching and gathering data, formatting data and correspondence, assist with student related events.
• Help faculty and Department
  Head with scheduling needs, special events, lectures and workshops.
• Perform administrative tasks
  such as data entry, scanning, copying, faxing, etc.
• Updating and maintaining
  department websites.
• Providing assistance to the SILLC Business Team.

Knowledge,
Skills, Abilities

• Strong attention to detail, time management, quick learner and ability to communicate effectively
• Able to stay organized and manage interruptions to ensure tasks get completed
• Ability to handle confidential and sensitive information
• Knowledge of standard office
  practices, procedures, and etiquette
• Skill in communicating
  effectively with a diverse group of faculty, staff, and students
• Able and willing to learn new
  policies, processes, and software quickly
• Basic math skills
• Positive disposition and
  interest in providing excellent customer service to all our constituents

Physical Requirements

• Must be able to lift up to 20 pounds for packages deliveries.

• High School diploma or equivalent required.
• Minimum of 3 years of relevant experience required.

• Experience in Microsoft Office, including Outlook (email and calendar), Word, Excel and other MS offices suite products.
• Experience in Higher Ed
• Experience with Box, Google and other cloud-based software
• Experience in working with multi-cultural and diverse faculty, staff and/or students.

• Resume - please include 3 professional references. NO REFERENCES WILL BE CONTACTED WITHOUT YOUR PERMISSION
• Cover letter