"Administrative Support Assistant II - Key Desk"

Position Highlights

University Facility Services at the University of Arizona is seeking a highly organized, proactive, and self-motivated Administrative Support Assistant II to join our Key Desk team. This position plays a vital role in supporting the integrity and compliance of key distribution operations across the University. The ideal candidate will possess exceptional communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced, customer-focused environment. They must be able to work independently with minimal supervision, and demonstrate accountability by taking ownership of work assignments and ensuring accurate, timely completion, while also contributing effectively as part of a collaborative team.

University Facility Services at the University of Arizona consists of over 700 employees and services over 13 million square feet of campus, keeping the grounds beautiful, classrooms clean and all utilities moving through the campus. TEAMWORK is our strength.

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!

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

• Provide in-person, phone, and email assistance to University staff, faculty, and external vendors.
• Respond to and resolve inquiries, ensuring accuracy and policy adherence.
• Review and process key requests through electronic signature platforms (e.g., Adobe Sign).
• Prepare, edit, and distribute key-related documentation and correspondence.
• Maintain accurate, up-to-date records in departmental databases and software platforms.
• Compile and maintain daily logs of key transactions, including checkouts, issues, returns, and lost keys.
• Research, coordinate, and audit key requests with internal and external stakeholders.
• Ensure compliance with audit documentation, including required forms and monthly transaction reports.
• Guide and assist campus community members with key policy information and procedures.
• Maintain personal workload and set priorities independently.
• Run and review daily transaction reports for data integrity.
• Organize and maintain department master key inventories and ring sets.
• Establish and update approved key access for outside vendors and internal staff.
• Monitor and restock office and key supplies as needed.
• Compile and distribute monthly audit reports detailing keys issued, returned, and lost.
• Coordinate, review, and prepare the annual report of current key holders for audit purposes.
• Summarize information for use in departmental decisions and reference.
• Manage and document lost and found keys received from campus police or individuals.
• Periodically audit, identify, and remove inactive keys from department inventory and records.
• Organize and maintain physical and digital files for efficient retrieval.
• Keep the Key Desk lobby and office area clean, organized, and welcoming.
• Support general administrative and office duties as needed to ensure service continuity.

Knowledge, Skills, and Abilities:

• Strong verbal and written communication skills.
• Excellent organizational, time management, and multitasking abilities.
• Demonstrated ability to work independently, take initiative, and maintain confidentiality.
• Skilled in handling a high volume of customer service interactions with professionalism and composure.
• Ability to stand for extended periods.
• Compliance with required personal protective equipment (PPE) protocols.

Minimum Qualifications

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

Preferred Qualifications

• Typing speed of 50+ words per minute.
• Experience in a university, facilities, or security setting.
• Familiarity with key control systems or facilities management software.

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

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 job duties)

Number of Vacancies: 1