Administrative Assistant

The University of Arizona•Tucson, AZ

19h•Onsite

About The Position

The School of Art at the University of Arizona invites applications for Administrative Assistant. Applicants should be proficient with Microsoft Office Suite, Zoom, Doodle Poll, and database management systems. The successful candidate will be responsible for front office coverage, general administrative duties, managing the Director's calendar, occasional travel coordination, and some event assistance. This position reports to the Administrative Support Manager and Director. Applicants should also demonstrate strong organizational skills as well as excellent verbal and written communication. Ability to perform and thrive in a multi-tasked environment is a must. We are seeking candidates with a positive attitude, initiative, resourcefulness, sound judgment, and ability to distinguish priorities and work independently or in a group with minimal supervision. This role will have a direct supervisory role over student workers. The person occupying this position will be joining a dynamic school with approximately 50 faculty and staff. We value and encourage a sense of community and collaboration within the school and enjoy broad engagement with the College of Fine Arts and the division of Arizona Arts. The School of Art (SoA) is part of Arizona Arts, which serves as a unified gateway to visual and performing arts experiences, programs, and assets at the University of Arizona (U of A). Arizona Arts offers the opportunity to work with people of many different backgrounds, experiences, and perspectives. We foster opportunity and excellence in the arts with a commitment to success for every student, research that shapes the future, and community engagement. The U of A is a Hispanic-Serving Institution and among the nation’s strongest public universities, offering more than 150 majors. We live our Purpose, Mission, and Values as a land-grant university. Visa sponsorship is not available for this position.

Requirements

Proficient with Microsoft Office Suite, Zoom, Doodle Poll, and database management systems.
Strong organizational skills
Excellent verbal and written communication
Ability to perform and thrive in a multi-tasked environment
Positive attitude, initiative, resourcefulness, sound judgment
Ability to distinguish priorities and work independently or in a group with minimal supervision.
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.

Nice To Haves

Experience working with educational or cultural institutions
Experience in the arts
Experience with UAaccess and/or Trellis
Bachelor's or advanced degree

Responsibilities

Assists with complex administrative processes and resolve issues independently using extensive knowledge of departmental policies and procedures.
Track and maintain record-keeping systems and databases for efficient, secure information management.
Continuously evaluate administrative workflows and recommend improvements for operational efficiency.
Compose, edit, and review routine correspondence, reports, and presentation materials (e.g., grant proposals, manuscripts).
Serve as a primary point of contact for stakeholders, applying policies and addressing complex inquiries.
Organize and coordinate departmental events, meetings, and travel arrangements, including agenda preparation and logistics.
Provide guidance on the coordination of administrative activities and process, ensuring timely completion and workflow efficiency.
Liaise with internal/external stakeholders to foster collaborative partnerships.
May provide guidance to junior-level staff and assist in training/onboarding as directed.
May process financial and personnel documents (e.g., invoices, payroll) per university guidelines.
May monitor, reconcile, and approve expenditures to ensure compliance with budgets; initiate corrective actions for discrepancies.
Front office coverage
General administrative duties
Managing the Director's calendar
Occasional travel coordination
Some event assistance
Direct supervisory role over student workers