Administrative Associate

Administrative Associate

Posting Number
req21441

Department
A Center

Department Website Link

Location
Main Campus

Address
Tucson, AZ USA

Position Highlights
This position reports to the Executive Director of The A Center, a unit within the division of Undergraduate Education. The A Center supports undecided/undeclared students, Pre-Professions (Pre-Health and Pre-Law) student services.

This position provides administrative support and coordinates the work activities and administrative functions for The A Center (.75 FTE) and the Assistant Vice Provost for Academic Advising (.25 FTE). This individual will provide information to students, staff, faculty, and community; coordinate support of programs, appointment scheduling, data gathering/management, and Trellis development and implementations. The Administrative Associate will also oversee all administrative support for the Academic Advisors and interpret policies and procedures as well as provide a variety of administrative, skilled, and technical work.

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

Duties and Responsibilities:

-Welcome guests and greet people who come into the advising office.
-Provide excellent customer service.
-Answer, screen, and forward incoming phone calls
-Provide information to students, faculty, and parents about the A Center academic advising, professional school admissions procedures, resources, and advising programs.
-Implement and update the Event Master Calendar with regularly scheduled events in The A Center. Remind department leadership and appropriate staff of upcoming events in a timely manner.
-Liaison with Trellis Partners to assist with the development and implementations of new applications, troubleshooting issues, how-to guides for users. Trellis building, update, edit, monitor, and reporting.
-Request accommodation for The A Center's events by reserving a ballroom, lecture halls, A/V equipment, refreshments, and furniture/equipment rental(s), as needed for events.
-Perform general office work, such as mail handling, word processing, data entry, spreadsheets, computer file maintenance, filing, faxing, copying, proofing, editing, and monitoring office needs.
-Assist with onboarding new staff members such as, adding to department account(s), training schedule, creating Zoom links, and basic provisioning, (as needed).
-Provide administrative support for the Assistant Vice Provost for Academic Advising to include: calendaring, program planning, flyers for marketing
-Maintain and update data; recommend improvements for collection and reporting of student data.
-Act as primary contact and approver for room reservation requests for BASC 4th Floor.
-Maintain academic advisor calendar(s) and schedule appointments.
-Manage calendar for the Assistant Vice Provost for Academic Advising.
-Provide administrative support for Signature Events such as (Major Exploration, Major Fair Event planning, New Student Orientation, General/Non-Medical Petitions, Readmissions, Probation Students, student group updates, and course scheduling).
-Plan and arrange workshops and presentations.
-Provide support with programs/projects.
-Initiates responses to correspondence; handles inquiries/problems through direct interactions.
-Serves as backup for the front desk and lobby.
-Assist with probation, qualification, and readmission processes, data, and correspondence.
-Perform other duties as assigned.

Knowledge, Skills and Abilities:

-Excellent verbal and written communication skills
-Demonstrated ability to communicate effectively with university personnel: faculty, college deans, administrators, and staff, as well as representatives from business and the community.
-Ability to travel (locally, regionally, and/or nationally); hold a valid driver's license
-Ability to effectively prioritize and perform duties autonomously
-Ability to work evenings and weekends, as needed
-Ability to work closely and effectively with multiple departments, organizations, and individuals in a complex environment
-Proficiency with Microsoft Office, (Outlook, Teams, Word, Excel, and PowerPoint)
-Proficiency with Canva and Adobe Products
-Expert knowledge of UA policy and procedures
-UAccess Student and Analytics
-Knowledgeable with Salesforce (Trellis)

-Knowledge of UA administrative, academic, and business policies and procedures
-Strong customer service experience in an educational environment
-Strong calendar and organization skills
-Ability to think critically, problem-solving, and make decisions independently
-Demonstrated effective communication with diverse campus populations
-Demonstrated excellent communication and presentation skills and proactive, open, and responsive interpersonal skills.
-Demonstrated ability to communicate effectively with university personnel: faculty, college deans, administrators, and staff, as well as representatives from business and the community.
-Demonstrated knowledge of standard office policies and procedures

Minimum Qualifications

• High school diploma or high school diploma equivalency is required.
• A minimum of 5 years or relevant experience, or equivalent combination of education and work experience.
• This position will require evening and weekend hours.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.

Preferred Qualifications

• Experience using UA web-based forms
  
• Experience with Trellis Advising and UAccess
  

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 Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. 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.

Grade Range Minimum
$20.33

Grade Range Midpoint
$25.41

Grade Range Maximum
$30.49

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

Target Hire Date
12/19/2024

Expected End Date

Contact Information for Candidates
Eduardo Hernandez, eduardoh@arizona.edu

Open Date
12/11/2024

Open Until Filled
Yes

Documents Needed to Apply
Resume and Cover Letter

Special Instructions to Applicant

Diversity Statement
At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Notice of Availability of the Annual Security and Fire Safety Report
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses.Thesereports 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.