Administrative Assistant

Administrative Assistant

Company:
The University of Arizona

Job Location:
Tucson, 85724

Category:
Administrative Assistants

Type:
Full-Time

Posting Number: req25760

Department: McGuire Ctr - Entrepreneurship

Location: Tucson Campus

Address: Tucson, AZ USA

Position Highlights

The McGuire Center for Entrepreneurship in the Eller College of Management is seeking a motivated and detail-oriented Administrative Support Assistant to support daily operations in a fast-paced environment. This position provides comprehensive operational support, including financial processing and reconciliation, procurement of supplies and services, facilities and inventory coordination, and management of shared spaces. The role also assists with research administration, event and program coordination, and serves as a key point of contact for faculty, staff, students, and visitors. The ideal candidate is highly organized, adaptable, and able to manage multiple priorities while delivering excellent customer service and maintaining accuracy in all administrative functions.

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

• Greeting visitors, answering questions, and assisting faculty, students, and guests.
• Monitoring and assisting with the management of shared department spaces.
• Room scheduling.
• Copier rooms, storage rooms, and carrel spaces.
• Under general guidance, other duties as assigned.
• Support student event logistics under general guidance, e.g. space reservations, calendar coordination, internal support requests, purchasing, and communications.

Financial & Accounting Support

• Processing financial transactions (employee reimbursements, vendor payments, payment research).
• Reconciling ProCard (operations credit card).
• Coordinating with Student Workers to ensure tasks are completed (without direct oversight).

Office & Facilities Operations

• Supports day-to-day department operations (facilities requests, copier maintenance/reporting, parking reservations).
• Processing mail.
• Issuing keys and building access.
• Entering surplus requests.
• Assists with the management of capital and non-capital inventory.

Procurement & Vendor Coordination

• Routinely order supplies and services for department programs and centers.

Research & Academic Administrative Support

• Assisting with research-related administrative duties.
• Managing operational advances.
• Supporting faculty with IRB processes.
• Assisting with grant proposals.

Knowledge, Skills, and Abilities (KSAs):

Knowledge: Office administration & operations processes; Basic accounting & financial procedures; procurement & Vendor coordination; facilities, inventory, & space management; research & event support processes; office software (e.g., Microsoft Office/Excel).

Skills: Organization & time management; Attention to detail (especially financial tasks); Customer service & communication; Problem-solving & coordination; Data tracking & reporting; Event logistics support.

Abilities: Manage multiple priorities in a fast-paced environment; Maintain accuracy & confidentiality; Work independently with minimal supervision; Coordinate across teams and vendors; Adapt to changing needs and responsibilities.

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 with UAccess systems.
• Experience in an administrative or office support role, preferably in a higher education or similar environment.
• Experience with financial processes such as reimbursements, purchasing, and credit card reconciliation.
• Familiarity with procurement systems and vendor coordination.
• Experience coordinating facilities requests, inventory, or office operations.
• Proficiency in Microsoft Office, particularly Excel for tracking and reporting.
• Experience supporting events or program logistics.
• Demonstrated ability to provide excellent customer service and communicate effectively with stakeholders.

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: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

Robert Griffin
Executive Director, McGuire Center for Entrepreneurship
robertgriffin@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter