Administrative Associate, Department of History

The University of Arizona•Tucson, AZ

4d•Onsite

About The Position

The University of Arizona's Department of History invites applications for the role of Administrative Associate. This position provides essential administrative support to the Department of History within the College of Social and Behavioral Sciences. Key responsibilities include coordinating undergraduate and graduate student programs, supporting faculty affairs, and managing various administrative functions such as making purchases, scheduling events, and overseeing space management. The University of Arizona offers comprehensive benefits, including health, dental, and vision insurance, life insurance, disability programs, paid time off, tuition reduction for employees and their families, retirement plans, and access to recreational and cultural activities. The University is recognized for its innovative work-life programs.

Requirements

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.
Exceptional interpersonal skills.
Effective oral and written communication skills.
Demonstrated ability to work collaboratively within a team environment and under supervision.
Ability to learn and implement new technologies.
Proficient with Adobe, Microsoft Office Suite, and other applications related to the position.
Self-motivated with strong creative problem-solving skills.
Ability to multitask, prioritize tasks, and manage time effectively.

Nice To Haves

Experience working in higher education.
Experience using UA Analytics and other relevant software systems used at the University.

Responsibilities

Serve as the point of contact and respond to non-routine inquiries from faculty, staff, students, alumni, the public, and external stakeholders utilizing knowledge of department and university policies and procedures.
Provide administrative support to the departments and department committees, inclusive of special projects.
Coordinate the planning and logistics for department events.
Support the day-to-day administrative functions of the units (e.g., department communications, coordinating lecturers, ordering supplies and textbooks, taking meeting notes, and completing mailings).
Coordinate travel for faculty, visiting lecturers, and recruitment candidates.
Assist the Program Coordinator with scheduling Summer and out-of-semester teaching as needed.
Maintain unit listservs, phone contacts, directories, shared drives, mailboxes, office supplies and equipment, student position postings, etc.
Communicate with department, College, and University offices on related department matters.
Compile and review promotion and tenure and third-year review dossier packets for the departments.
Review material to make sure all components are complete, signed, and compliant with applicable requirements.
Coordinate and communicate with College Faculty Affairs, review committees, candidates, department head throughout the process.
Assist with the annual performance reviews process for faculty and serve as faculty portfolio coordinator.
Organize travel and itinerary for visiting faculty candidates and research scholars.
Handle logistical arrangements, advise on appropriate University processes.
Coordinate sabbatical, leaves, and reporting for academic program reviews and accreditation processes.
Maintain the sabbatical tracking spreadsheet and provide support throughout the process.
Process & manage Designated Campus Colleagues (DCCs), visiting scholars, and international scholar and visa issues.
Coordinate faculty awards, orientations, and recruitment.
Complete, troubleshoot and manage Scholarship Universe processes and coordinate with faculty committees as well as relevant college and campus units.
Work with faculty committees and coordinators to help manage GTA semester evaluations.
Assist the Program Coordinator, Director of Graduate Studies (DGS), and Director of Undergraduate Studies (DUS) in managing these activities.
Produce and update unit websites, newsletters, promotional materials, and assist with social media.
Coordinate day-to-day space matters, moves and renovations, and plan for future space needs.
Coordinate building and room access and provide security response for unit space(s).
Maintain general office spaces, storage areas, shared office machinery, equipment inventory, safety protocols, incident reports, etc.
Manage Cat Card Access, including authorization, management, and lost key forms.