University of Arizona - Tucson, AZ

posted 7 months ago

Part-time,Full-time - Entry Level
Hybrid - Tucson, AZ
Educational Services

About the position

The R. Ken Coit College of Pharmacy at the University of Arizona is seeking a qualified candidate for the position of Administrative Support Assistant II within the Pharmacy Practice and Science department. This role serves as the first point of contact for students, faculty, staff, and visitors, and is integral to the smooth operation of the department. The Administrative Support Assistant II will perform a variety of administrative duties that are essential for supporting the teaching and research efforts of the department. Responsibilities include ordering supplies, coordinating meetings and events, data entry, answering phone calls, responding to emails, and maintaining accurate records. The successful candidate will be expected to manage the day-to-day operations of the reception area, which includes tasks such as ordering office supplies, purchasing parking passes, maintaining the copy machine, scheduling rooms, sorting and distributing mail, and performing filing and file maintenance. Additionally, the role involves processing travel authorizations and expense reports, logging and tracking travel transactions, and managing PCard purchases and reconciliations. The Administrative Support Assistant II will also respond to inquiries via phone and email in a timely manner and may assist with special events and projects within the department and college. This position requires in-person attendance Monday through Friday from 8:00 AM to 5:00 PM, with some potential for remote work during the summer months. There may also be a need for occasional weekend and evening coverage to address time-sensitive matters. The University of Arizona offers a comprehensive benefits package, including health, dental, and vision insurance, life insurance, disability programs, paid vacation, sick leave, and holidays, as well as tuition reduction for employees and their qualified family members. The university is recognized for its innovative work-life programs, making it an attractive workplace for prospective candidates.

Responsibilities

  • Oversee the day-to-day operation of the reception area including ordering office supplies and maintaining an organized space.
  • Submit travel authorizations, travel expense reports, and expense reimbursements.
  • Log, track, and maintain shared spreadsheets for all travel transactions.
  • Respond to phone calls and email inquiries in a timely manner.
  • Assist with special events and projects including department-specific and College-wide affairs.
  • Process Designated Campus Colleagues (DCC) forms and Vendor forms.
  • Serve as back-up for administrative services coordinator.

Requirements

  • High school diploma or equivalent required.
  • Minimum of 3 years of relevant experience or equivalent combination of education and work experience.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Qualtrics.
  • Excellent organizational skills and attention to detail.
  • Ability to prioritize tasks and manage multiple assignments simultaneously.

Nice-to-haves

  • Experience with program management.
  • Familiarity with UA Purchasing Policies and processing departmental financial transactions.

Benefits

  • Health insurance
  • Dental insurance
  • Vision insurance
  • Life insurance
  • Retirement plan
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