Administrative Associate

deadlines, and day-to-day departmental operation. Working with minimal supervision and in close collaboration with the Department Chair and Program Directors, the position coordinates complex departmental administrative processes, provides guidance to faculty, staff, and students regarding University and College procedures, and identifies opportunities to improve departmental workflows and administrative practices. The position will provides oversight and work direction to temporary student employees, and serves as a key liaison between the department and College and University administrative offices.

Visa sponsorship is not available for this position.

This position offers a hybrid work arrangement, combining on-site work at the University of Arizona campus with remote work flexibility. Flexible work arrangements are contingent upon maintaining appropriate departmental coverage and meeting the operational and supervisory needs of the department.

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!

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Duties & Responsibilities

• Coordinate day-to-day administrative operations supporting the department's academic, research, service, and administrative missions.
• Serve as primary administrative support for the Department Chair to assist in scheduling, calendar management, and prioritizing tasks.
• Work with the Department Chair and Program Directors to establish administrative priorities, track deadlines, and coordinate completion of departmental activities.
• Apply extensive knowledge of University, College, and departmental policies and procedures to resolve administrative issues and provide guidance to faculty, staff, students, and visitors.
• Assist in the development, documentation, implementation, and maintenance of departmental administrative protocols, procedures, templates, and workflow systems.
• Monitor changes in University and College policies, procedures, systems, and administrative requirements; communicate relevant updates and assist with implementation of changes within the department.
• Evaluate administrative workflows and recommend improvements to increase efficiency, consistency, responsiveness, and compliance.
• Maintain departmental records, files, databases, calendars, and tracking systems.
• Serve as the department's primary administrative liaison with the College of Public Health Faculty Affairs office for faculty personnel processes.
• Coordinate departmental administrative components of promotion and tenure, continuing status, annual performance review, and other faculty review processes in accordance with College and University requirements and timelines.
• Assist faculty with preparation and submission of promotion and tenure dossiers and other faculty affairs materials, including communicating requirements, maintaining timelines and checklists, reviewing materials for administrative completeness, and coordinating submission.
• Coordinate external reviewer processes for promotion and tenure and other faculty reviews, including maintaining reviewer information, preparing correspondence, tracking responses and letters, maintaining confidential records, and ensuring materials are received according to established timelines and procedures.
• Coordinate teaching evaluation and other documentation required for faculty review processes.
• Maintain confidential faculty personnel records and tracking systems and communicate upcoming deadlines and requirements to faculty and departmental leadership.
• Work collaboratively with any current Administrative Support Assistants in consultation with Department chair to prioritize work.
• Recruit, onboard, train, schedule, and oversee temporary student employees as needed to support departmental operations, projects, and events.
• Assign and prioritize administrative work across student workers to promote timely completion of departmental activities and effective use of available administrative resources.
• Develop and maintain administrative training materials, standard operating procedures, shared resources, and cross-training processes to support continuity of departmental operations.
• Review work for accuracy, completeness, and compliance with established procedures and provide guidance and corrective instruction as needed.
• Promote effective communication and coordination among departmental administrative staff and identify coverage needs during absences or periods of increased workload.
• Coordinate administrative support for departmental academic programs and faculty teaching activities, including course scheduling and offerings, textbook and instructional-material processes, teaching evaluations, and administrative support for curriculum and program activities.
• Liaise with departmental and program seminar speakers to assist in coordination of seminar speakers to include developing promotional materials, schedule rooms and zoom sessions, and ensure recording.
• Schedule and coordinate department, faculty, committee, and program meetings; prepare agendas and materials; record and distribute minutes; and track administrative follow-up items.
• Coordinate departmental events faculty candidate visits, student activities, retreats, team building and other departmental functions, including scheduling, communications, materials, and logistics.
• Coordinate with student group GRADIENT for activities and spending of the student account.
• Provide administrative support for faculty and departmental travel, purchasing, reimbursements, supply and equipment needs, and other business processes in coordination with appropriate College and University offices.
• Serve as a resource to faculty, staff, students, and visitors and route complex or specialized matters to the appropriate departmental, College, or University office.
• Maintain and update departmental website content in coordination with departmental leadership and appropriate College/University communications and web personnel.
• Regularly review departmental webpages and administrative information for accuracy, currency, consistency, and functionality and coordinate needed updates.
• Assist with development and dissemination of departmental announcements, faculty and student accomplishments, events, opportunities, and other departmental communications.
• Serve as a liaison among the department, College and University offices, faculty, staff, students, external organizations, and members of the public to facilitate timely and professional communication.
• Maintain departmental directories, faculty and program information, shared resources, and other informational materials.
• Assist with gathering, organizing, and preparing departmental information and materials for reports, presentations, recruitment, accreditation, reviews, and other departmental needs.

Knowledge, Skills and Abilities:

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and complex administrative processes.
• Skilled in interpreting and applying policies, procedures, and administrative requirements.
• Ability to work independently, exercise sound judgment and discretion, and appropriately escalate issues.
• Skilled in supervising, training, and providing work direction to administrative staff and student employees.
• Strong written and verbal communication skills and ability to work effectively with faculty, staff, students, and University offices.
• Ability to identify administrative needs, improve workflows, and develop and maintain effective procedures and tracking systems.
• Ability to learn new systems and remain current on changing policies, procedures, technologies, and administrative requirements.

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 5 years of relevant experience, or equivalent combination of education and work experience.

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: DOE

Compensation Type: hourly rate

Grade

5

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

OC3

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

Kacey Ernst I kernst@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.