Administrative Support Assistant III (Multiple Positions)(Updated)

Manage day-to-day office logistics, including sorting mail, proactively managing supply inventories, and coordinating routine maintenance requests for office equipment and facilities.

Maintain department files, directories, and digital archives in compliance with university record retention policies.

Authors, edits, and finalizes high-quality departmental correspondence, announcements, and administrative materials to ensure professional communication standards.

Transaction Initiation Support

• Manage the initiation and tracking of standard administrative transactions within university enterprise systems, (e.g., purchase orders, supply requisitions) from submission to final approval.
• Initiate and monitor student awards and GA placeholders according to departmental and institutional guidelines.
• Reconcile university purchasing card statement reports, ensuring transactions are properly coded, documented, and matched with appropriate receipts and submit expense reports, following university financial policies and procedures.
• Coordinate and submit transactions to hire students.

Meeting Scheduling & Seminar Logistics

• Manage logistics and day-of, in-person execution for academic seminars, guest speaker series, student engagement initiatives and other departmental events, including venue reservations, catering arrangements, audio-visual setup, and on-site troubleshooting to ensure seamless operations.
• Coordinate complex meeting schedules, committee calendars, and department assemblies for supporting departmental faculty members.
• Prepare and distribute meeting agendas, event flyers, digital announcements, and accurate meeting minutes.

Guest Travel & Lodging Coordination

• Arrange comprehensive travel itineraries, lodging accommodations, and ground transportation for departmental guests, including job candidates, seminar speakers, and visiting scholars.
• Act as the compliance expert for guests, proactively and clearly communicating university travel policies and restrictions prior to travel to prevent reimbursement issues.
• Own the post-travel reimbursement process, verifying and processing guest receipts to ensure rapid, accurate financial closeouts.

Student Employee Supervision & Leadership

• Recruit, interview, and onboard undergraduate student workers.
• Assign, schedule, and review daily tasks for student employees, ensuring adequate coverage of duties.
• Provide day-to-day guidance, training, and support.

Knowledge, Skills, and Abilities (KSAs):

• Knowledge of standard practices for organizing academic logistics, venue bookings, catering, AV arrangements, and guest travel itineraries.
• Skill in active listening, customer-focused communication, and professional writing/editing to interact effectively with students, faculty, visitors, and university partners.
• Skill in prioritizing competing deadlines, managing complex calendars, and executing multi-step administrative processes with high accuracy.
• Ability to independently triage inquiries, resolve routine operational matters, and identify appropriate campus resources for complex requests.
• Ability to manage sensitive information confidentially and adapt efficiently to shifting departmental priorities in a dynamic academic environment.

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.

Preferred Qualifications

• Experience driving processes independently from inception to completion within a fast-paced or academic environment.
• Demonstrated experience navigating and applying University of Arizona institutional policies and procedures, specifically within Financials, Employee (including student and graduate assistant/associate employment), and UA Travel systems.
• Experience initiating transactions in university enterprise systems, including Concur, Provisioning, UAccess Financials, Student, Employee/Manager Self Service, and Analytics.

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: $20.33 - $25.41

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: 7

Contact Information for Candidates

HR-Eller@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.