Administrative Support Professional II

The University of Arizona•Tucson, AZ

1d•Onsite

About The Position

The R Ken Coit College of Pharmacy invites applicants to apply for a Administrative Support Professional II which provides administrative support to the Department of Pharmacy Practice & Science. Reporting directly to the Department Head, this position plays a key role in supporting the department's academic, research, and managing operational initiatives. Primary responsibilities include preparing materials, coordinating meetings, managing the Department Head's calendar, collecting and distributing data, and developing departmental communications. The successful candidate will demonstrate strong organizational, communication, and administrative skills, along with the ability to manage multiple priorities and collaborate effectively with diverse stakeholders. This individual will serve as a valuable resource to faculty and staff by providing administrative assistance and expertise across a variety of departmental functions. Service on the College of Pharmacy Staff Advisory Council, along with participation in professional development activities, is supported and encouraged. Visa sponsorship is not available for this position.

Requirements

Bachelor's degree or equivalent advanced learning attained through professional level experience required.
Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.
Excellent organization skills.
Excellent written and verbal communication skills.
Attention to detail and exceptional follow through.
Ability to prioritize tasks, manage multiple assignments simultaneously, and meet deadlines.
Ability to work effectively and cooperatively independently or as part of a team, offering support and contributing to group goals and projects.
Ability to communicate professionally in person, on the phone, and via email with the general public, students, faculty, and staff.
Proficient in computer software and programs such as MS Outlook, Word, Excel, PowerPoint, Qualtrics and Google Sheets.

Nice To Haves

Experience with university level systems such as: UAccess Administrative Staff, Financials, and Analytics/Reporting.

Responsibilities

Provide direct support to the Department Head for the Department of Pharmacy Practice & Science including calendar management, scheduling meetings, organizing travel, and preparing correspondence and communication for internal and external audiences.
Provide support with monthly department meetings, prepare agenda and Zoom meeting invitation.
Provide support for the faculty annual review process, including updating and reviewing forms for accuracy and coordinating the evaluation process.
Provide support for faculty promotion reviews by reviewing dossiers for accuracy and preparing promotion cases.
Coordinate and support faculty candidate in-person interviews, including organizing visits to the Phoenix and Tucson campuses.
Support with the onboarding of new faculty.
Act as time approver for department.
Review and approve travel requests on behalf of department head.
Manage new course requests and course modification requests from faculty.
Manage course scheduling for both in-person, hybrid, and online course offerings for the Tucson and Phoenix campuses.
Gather and distribute reports to faculty and staff as needed. Including teaching workload for fall and spring semesters, Annual metrics reports, Qualtrics surveys.
Manage student course surveys, create forms and gather data from faculty.
Assist faculty with space/ and facilities but submitting Facilities Management service requests for faculty.
Assist faculty, staff and students in the department with any travel, purchasing, and curriculum questions.
Order textbooks, schedule meetings, format letters/reports.
Back-up to PHPR admin for processing travel expense reimbursements, lab / office supply orders, requisitions, and PO’s.
Adhere to FedEx policies for mailing packages.
Maintain documents and faculty CV’s in U of A Box, submit space requests, and create Zoom meetings.
Attend and partner with other college stakeholders in organizing department and college events including convocation, COIT seminars, PharmCamp, and other guest speakers.
Distribute RSVPs, organize catering, travel/hotel arrangements, reserve space, prepare invitations and communication, and prepare agendas.
Support departmental and college committee initiatives and service responsibilities.
Train lower level staff of college processes and procedures in relation to PCard transactions, financial transactions.
Assist with budgetary monitoring and oversight for departmental funds and financial accounts.