"Administrative Support Specialist"

Administrative Support Specialist

Company:
The University of Arizona

Job Location:
Tucson, 85724

Category:
Other Administrative Positions

Type:
Full-Time

Posting Number: req24916

Department: Office of Institutional Equity

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

The Office of Institutional Equity (OIE) seeks a highly organized and motivated Administrative Associate to bolster our commitment to supporting a campus culture where all members of our community have equitable access to academic and professional opportunities and are supported in their individual and collective pursuits and efforts. This position will report to the Assistant Vice President of Equity. This position will perform a variety of complex administrative tasks and provide consistent administrative support and resources to those who are affected by issues of discrimination and harassment, including sexual harassment, sexual misconduct, relationship violence, or stalking. OIE requires a high level of professionalism, discretion, and organization; as well as accuracy and attention to detail; strong judgment; outstanding communication and interpersonal skills; the ability to set priorities and handle multiple projects; propose solutions to problems, and a high degree of confidentiality. This position may have contact with high-level constituents, requiring the use of business vocabulary, tact, discretion, and judgment. The Office of Institutional Equity acts to ensure equal opportunity and to safeguard the civil rights of University community members. This commitment is demonstrated to individuals and the community through ongoing outreach, education, and effective response and resolution, collaboration with colleagues and administrative partners.

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

Administrative:

• Perform a variety of complex clerical and administrative tasks as needed, including but not limited to managing the main office phone line, Ricoh copy machine, mail distribution, shipping and receiving, reporting maintenance issues, and submitting help desk tickets.
• Maintain, record, and address issues relating to OIE's electronic case-management system in accordance with established procedures.
• Investigate, evaluate, and resolve routine to moderately complex administrative and operational obstacles impacting the department.
• Request copies of police records, track the status of requests, and provide updates to the assigned investigators.
• Coordinate responses to record requests (public records, Office of General Counsel, and others) by gathering, organizing, and tracking required documentation.
• Facilitate efficient records retention systems and procedures for the storage and retrieval of information and apply retention and disposition schedules that conform to legal, administrative, and fiscal requirements.
• Update and organize office files, including shared drives.
• Coordinate and schedule staff and department meetings, including technical support, room reservations, and catering.
• Prepare various UAccess documents, including P-Card transactions, packing slips for shop catalog, reimbursements, and other daily processing tasks in compliance with established guidelines.
• Assist staff with special projects as directed.
• Other related administrative duties as assigned, consistent with the scope and level of the position.

Communication:

• Answer OIE's main phone line delivering professional and courteous customer service throughout all interactions.
• Provide prompt administrative intake, referral, and triage support for employees or students seeking assistance; schedule appointments; respond to general questions; and apply established guidance when addressing general policy inquiries.
• Document all interactions with individuals and actions taken with attention to detail in accordance with established procedures.
• Follow up with individuals to provide administrative support and information, as appropriate.
• Independently compose confidential and non-confidential communications for review and approval, as appropriate.
• Handle confidential, sensitive, and complex situations in a professional, supportive, and equitable manner within the scope of assigned administrative responsibilities.

Resources and Procedures:

• Coordinate and run data reports using OIE's electronic case management system in accordance with established reporting requirements.
• Conduct research and benchmarking activities regarding existing policies, procedures, and best practices related to discrimination and harassment for informational and administrative support purposes.
• Ensure administrative support and resources are coordinated appropriately, including collaborating with campus partners to facilitate access to established support and resources.
• Prepare and upload communication templates and resources to the electronic case management system as directed.

Knowledge, Skills, and Abilities:

• Strong expertise in Microsoft Office Suite; Outlook, Word, Excel, Teams, and PowerPoint.
• Deep understanding of administrative and campus policies and procedures.
• Excellent writing and proofreading skills.
• Exceptional organizational skills, detail-oriented, able to prioritize strategically, and effectively juggle multiple projects while simultaneously prioritizing responsibilities to meet the department's operations.
• Ability to explain and respond to inquiries from a variety of sources based on the department's policies and procedures.
• Ability to problem-solve, propose solutions, and take initiative.
• Ability to work independently and as part of a team.

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

Preferred Qualifications

• Working experience in higher education, human resources, or legal environment.
• Experience using University of Arizona systems: Financials, Employee, and Analytics.
• Working experience with Microsoft Office Technical Programs (Word, Excel, Outlook, Access, Publisher, Visio), Microsoft Office Cloud Programs (One Drive, SharePoint, Teams), Zoom, and Adobe Suite.
• Experience and proficiency with English composition, grammar, spelling, and punctuation.
• Experience using case 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: $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: Fingerprint criminal background check (security sensitive due to title or department)

Number of Vacancies: 1

Contact Information for Candidates

Kristen Klotz
kbklotz@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter