Administrative Support Assistant III

The University of Arizona•Tucson, AZ

8d•Onsite

About The Position

The Administrative Support Assistant III provides high-level administrative, operational, and programmatic support to the Tucson Village Farm (TVF) faculty lead and team. This position coordinates schedules, meetings, events, reporting, communications, donor stewardship activities, and administrative processes that support the successful delivery of educational programs and community engagement initiatives. The incumbent works independently, manages multiple priorities in a fast-paced environment, exercises sound judgment, and collaborates effectively with University personnel, community partners, donors, volunteers, youth participants, and the public. The Tucson Village Farm provides whole-health, seed-to-table education focused on gardening, cooking, nutrition, and physical activity. Working alongside community members, organizations, and government partners throughout Pima County, the program advances health equity by promoting food security, increasing access to healthy foods, encouraging physical activity, and fostering community connection through engagement, mindfulness, and storytelling.

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.
Must have a valid driver’s license and ability to drive according to the University Fleet Safety Policy.

Nice To Haves

Experience coordinating educational programs, community events, workshops, or outreach activities.
Previous experience developing reports, presentations, or other materials that communicate program outcomes and impact.
Proven success building and maintaining positive relationships with donors, community partners, volunteers, and various stakeholder groups.
Experience supporting complex projects, grants, or initiatives requiring coordination across multiple teams and priorities.

Responsibilities

Manage and coordinate the faculty lead's schedule, including internal and external meetings, events, presentations, partner meetings, and community commitments.
Schedule meetings, prepare agendas and materials, take notes when appropriate, and track follow-up items.
Help prioritize competing requests, deadlines, and organizational needs.
Coordinate communication and logistics among TVF staff, University departments, community partners, advisory board members, donors, and other stakeholders.
Maintain organized records, calendars, contact lists, documents, and administrative systems.
Anticipate upcoming deadlines and needs and ensure appropriate follow-up occurs.
Create, manage, and maintain TVF events and registrations within Trellis and other approved University systems.
Coordinate event logistics, including registration, participant communication, schedules, facilities, supplies, staffing, and follow-up.
Support a wide variety of TVF programs and events, including educational programs, community events, donor events, workshops, trainings, meetings, and special initiatives.
Maintain event calendars and ensure information is accurate, timely, and communicated effectively.
Assist with event evaluation and post-event reporting.
Coordinate donor and stakeholder meetings, tours, special events, and cultivation opportunities.
Prepare meeting materials, background information, presentations, impact stories, and follow-up correspondence.
Maintain accurate donor, partner, and stakeholder records.
Assist with donor stewardship, including thank-you communications and regular updates about TVF programs and impact.
Help plan and execute donor events, farm tours, advisory meetings, and other relationship-building opportunities.
Represent Tucson Village Farm professionally and warmly when interacting with community members, partners, and supporters.
Assist the faculty lead with coordinating special projects, partnerships, grants, and new initiatives.
Develop timelines, track deliverables, communicate with project partners, and ensure deadlines are met.
Coordinate across TVF's various program areas to improve communication and organizational efficiency.
Help develop systems and procedures that make day-to-day operations more efficient.
Identify administrative challenges and proactively develop solutions.
Provide additional programmatic and administrative support as priorities and opportunities emerge.