Administrative Support Assistant III, Arizona Simulation Technology & Education Center (ASTEC)

An exciting position is available for an Administrative Support Assistant III with the Arizona Simulation Technology and Education Center (ASTEC). The purpose of this position is to provide administrative support for all components of the day-to-day simulation training operation for the Arizona Simulation Technology and Education Center (ASTEC).

The person in this position engages with internal and external stakeholders to ensure a successful experience with all training activities within a university service center that produces 30,000 annual learner contact hours. The components of this position include all areas of administrative support to carry out the mission of ASTEC, including oversight of the training schedule, management and data analysis for expenditures, inventory control, reinforcing policy and procedures, and the overall organization of facility resources.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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Oversight of Training Schedule:

• Provides
  administrative support for all stages of a simulation activity (see
  attached procedure), most notably tracking new requests, confirming
  details on scheduled training sessions, prerequisite correspondence with
  faculty and external users, and all necessary support managing learners
  and instructors upon entry in to the simulation center.

Finance and Inventory:

• Coordinates
  and supports key financial processes for ASTEC operations including
  purchasing card (Pcard) reconciliation, expenditure tracking, and monthly
  reconciliation against the budget. Responsible for purchasing all
  non-capital asset equipment and supplies, tracking receipt and storage,
  and maintaining simulation center inventory database in coordination with
  other center staff.

Coordination of Resources:

• Utilize
  university systems to coordinate and schedule departmental travel,
  reconcile departmental travel expenses upon staff return, process
  laboratory maintenance requests and maintain the physical simulation
  center spaces. Confirm timely fulfillment of all facilities-related
  requests.
• General office documentation, correspondence, and
  reporting:
• Performs
  a variety of administrative duties to facilitate the effective and
  efficient daily operation of the center including document preparation,
  database updates/maintenance, monthly report generation and analysis,
  email monitoring and correspondence, and the overall scheduling functions
  for the center.
• Assists
  and leads tours, coordinates with VIP's and special workshops,
  participates as a testing proctor, and manages volunteers as needed.
  Serves as a liaison to faculty, staff, students, and guests coming to the
  center and coordinates the logistics needed for a successful activity or
  event such as learner/instructor orientation, attendance and contact hour
  tracking and reporting, set up and staging with other center staff,
  signage, and visitor parking as needed.

Knowledge, Skills, and Abilities (KSAs):

• Proficiency
  in computer applications and office software (i.e. Word, Excel).
• Organization
  and time management skills, ability to multitask at various times.
• Strong
  written and verbal communication skills
• Effective
  organizational skills.
• Strong
  problem-solving abilities.
• Ability to maintain discretion and diplomacy
  toward sensitive and confidential information.

• 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.