"Administrative Assistant"

Administrative Assistant

Company: The University of Arizona

Job Location: Tucson, 85724

Category: Administrative Assistants

Type: Full-Time

Posting Number: req25426

Department: Univ Analytics and Inst Rsch

Location: Tucson Campus

Address: Tucson, AZ USA

Position Highlights

The Administrative Assistant provides administrative and operational support to the Executive Director of UAIR, including comprehensive calendar coordination, meeting logistics, travel arrangements, and procurement activities. The role also supports UAIR leads with scheduling and departmental administrative processes to ensure efficient information flow and timely task execution. Responsibilities include coordinating meetings, managing purchasing and P card activities, overseeing travel and reimbursement processes, and supporting office operations within a remote first work environment. The position requires strong organizational skills, independent judgment, and the ability to manage multiple priorities in a fast-paced setting.

This position will allow for flexible/hybrid work arrangements. Some duties can be performed remotely, but others will require an in-person presence on the Tucson, Arizona campus.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A 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 & Responsibilities

Administrative Support to the Executive Director

• Provide direct administrative and operational support to the Executive Director, ensuring timely coordination of high-priority tasks and information flow.
• Manage the Executive Director's calendar, including scheduling, prioritizing, and resolving conflicts involving internal and external stakeholders.
• Prepare meeting materials, agendas, and supporting documentation for the Executive Director.
• Coordinate travel arrangements, reimbursements, and related documentation for the Executive Director.
• Attend executive-level meetings to prepare and disseminate minutes as requested.

Administrative Operations & Office Support

• Prepare and process administrative materials such as correspondence, agendas, notices, and supporting documentation.
• Serve as the Department Access Coordinator (DAC) and building manager, coordinating key requests with the UA Key Desk and managing building access through the Amer-X Security system and DAC portal, including provisioning, removing, and adjusting access for authorized personnel.
• Serve as a point of contact for internal and external stakeholders, providing information and assisting with resolving procedural or administrative questions.
• Manage the UAIR general email inbox, processing incoming requests and assigning or routing messages to the appropriate business team members for action.
• Manage calendars and schedule meetings for UAIR leads, including adjusting bookings and resolving conflicts to support team priorities.
• Coordinate meeting logistics for team-level engagements, including reserving rooms, preparing materials, and ensuring timely communication.
• Oversee conference room calendars to meet operational needs and rebalance priorities as required.

Procurement, Travel & P-Card Administration

• Assist with departmental purchasing, supply ordering, and general procurement functions in alignment with university guidelines.
• Manage documentation and processes related to P card.
• Coordinate travel arrangements for UAIR staff and invited guests, including booking, preparing reimbursement documentation, and tracking travel related information.
• Ensure accuracy and compliance in all travel and purchasing transactions.

Events & Logistics Coordination

• Coordinate logistics for UAIR meetings and special events, including space reservations, catering, scheduling, and on site or virtual setup support.
• Prepare event related materials, schedules, and documentation; assist with facilitation during events as required.
• Support broader UAIR participation in division or Provost Division level events as needed.

Knowledge, Skills & Abilities

• General knowledge of administrative practices, procedures, and office operations.
• Familiarity with travel coordination, purchasing processes, and university administrative systems (or ability to learn quickly).
• Understanding of event and meeting logistics.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint).
• Skilled in managing calendars and coordinating complex schedules.
• Strong written and verbal communication skills.
• Ability to exercise independent judgment, prioritize competing tasks, and manage deadlines.
• Ability to handle confidential and sensitive information with discretion.
• Ability to interact professionally with internal and external stakeholders.
• Ability to work effectively in a remote-first environment while supporting in-person needs as required.
• Ability to problem-solve operational issues and route requests appropriately.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• High school diploma or high school diploma equivalency is required.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Experience supporting executive-level or senior-leadership roles.
• Experience working in higher education or a large, complex organization.
• Experience with UA systems such as UAccess Financials, UAccess Employee/Manager, Travel & Expense, Adobe Sign, or similar administrative systems.
• Experience coordinating events, travel, or procurement processes.
• Experience working in a remote or hybrid professional environment.

FLSA: Non-Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Organizational Administration

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $18.15 - $22.69

Compensation Type: hourly rate

Grade: 4

Compensation Guidance

The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level: OC2

Job Family: Administrative Support

Job Function: Organizational Administration

Type of criminal background check required: Fingerprint criminal background check (security sensitive due to title or department)

Number of Vacancies: 1

Contact Information for Candidates: Eddie Caratachea | eddiec@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter