Administrative Support Assistant III (Multiple Positions)(UPDATED)

The University of Arizona • Tucson, AZ

6d • Onsite

About The Position

The Eller College of Management is hiring multiple Administrative Support Assistants III to serve as primary departmental contacts and support smooth daily operations, academic scheduling, events, administrative transactions, guest travel, and student employee leadership. The role requires initiative, strong multitasking, and a commitment to high-quality customer service in a dynamic academic environment. The position is based at the University of Arizona’s Tucson Campus. Visa sponsorship is not available.

Requirements

• High school diploma or high school diploma equivalency.
• At least 5 years of relevant experience, or an equivalent combination of education and work experience.
• Knowledge of standard practices for academic logistics, venue bookings, catering, audiovisual arrangements, and guest travel itineraries.
• Active listening, customer-focused communication, and professional writing and editing skills.
• Ability to prioritize competing deadlines, manage complex calendars, and execute multistep administrative processes accurately.
• Ability to independently triage inquiries, resolve routine operational matters, and identify appropriate campus resources for complex requests.
• Ability to handle sensitive information confidentially and adapt to shifting departmental priorities.

Nice To Haves

• Experience independently driving processes from inception to completion in a fast-paced or academic environment.
• Experience navigating and applying University of Arizona policies and procedures, particularly in Financials, student and graduate assistant/associate employment, and UA Travel systems.
• Experience initiating transactions in university enterprise systems, including Concur, Provisioning, UAccess Financials, Student, Employee/Manager Self Service, and Analytics.

Responsibilities

• Serve as a primary contact for students, faculty, and visitors; greet visitors, respond to inquiries, triage requests, resolve routine matters, and coordinate complex requests with campus resources through resolution.
• Manage office logistics, including mail, supply inventories, and maintenance requests for equipment and facilities.
• Maintain department files, directories, and digital archives in accordance with university record-retention policies.
• Author, edit, and finalize departmental correspondence, announcements, and administrative materials.
• Initiate and track standard administrative transactions, such as purchase orders and supply requisitions, in university enterprise systems through final approval.
• Initiate and monitor student awards and graduate-assistant placeholders according to departmental and institutional guidelines.
• Reconcile purchasing-card statements, code and document transactions, match receipts, and submit expense reports in accordance with university financial policies and procedures.
• Coordinate and submit transactions to hire students.
• Manage logistics and on-site execution for academic seminars, guest speaker series, student engagement initiatives, and other events, including venue reservations, catering, audiovisual setup, and troubleshooting.
• Coordinate complex meeting schedules, committee calendars, and department assemblies for faculty members.
• Prepare and distribute meeting agendas, event flyers, digital announcements, and meeting minutes.
• Arrange travel itineraries, lodging, and ground transportation for departmental guests, including job candidates, seminar speakers, and visiting scholars.
• Communicate university travel policies and restrictions to guests before travel to help prevent reimbursement issues.
• Verify and process guest receipts and travel reimbursements after travel.
• Recruit, interview, and onboard undergraduate student workers; assign, schedule, and review their daily tasks; ensure adequate duty coverage; and provide day-to-day guidance, training, and support.

Benefits

• Health, dental, and vision insurance plans
• Life insurance and disability programs
• Paid vacation, sick leave, and holidays
• University of Arizona, Arizona State University, and Northern Arizona University tuition reduction for the employee and qualified family members
• Retirement plans
• Access to University of Arizona recreation and cultural activities
• Innovative work-life programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED