Administrative Support Assistant I

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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Performs a variety of administrative duties, including document preparation for department meetings, scheduling those meetings, travel arrangements for invited speakers and visitors to CBC following established procedures, website updates for seminars and events, department list management such as updating changes in faculty and staff locations and phone numbers for internal use, record keeping, archiving old contact lists and saving updated lists for internal use , office supply inventory, checking department printers for toner and paper, and colloquium supplies for invited speaker visits and reporting this to supervisor to maintain inventory levels as needed.

Receives, directs, and responds to visitors, telephone calls, and written communication. Directs more complex inquiries to appropriate individuals. Assist with maintaining documentation of established procedures and workflows. Creates and updates departmental files with Word and Excel for updating mailboxes and printed internal phone lists and databases Compiles and organizes information for inclusion in reports or presentations. Sorts, distributes, and circulates mail.

• Support the processing of graduate applications under supervision.
• Help with generating and maintaining lists of expected Fall, Spring, Winter,
  and Summer graduates.
• Help with preparing and administering exit surveys for expected graduates.
• Help maintain standard program reports of graduate student data, including new student enrollment, and update trackers for current students, alumni, and doctoral milestones, MS Thesis, and PhD Comp/Final Oral Defense trackers.
• Assist with coordination of department events such as: graduate recruiting, department welcome breakfast, ice cream socials, poster fairs, convocation, and others as needed.
• Assist with planning, arrangements, setup and breakdown of events, conferences or meetings under general instructions from supervisor; communicates arrangements to appropriate individuals.
• Data entry into visitor meeting schedules, seminar and events tracking spreadsheets.

• High school diploma or high school diploma equivalency is required.

• Previous one year job experience relevant to the position preferred.
  
• Experience using Excel and other programs to create, maintain and manage databases.
  
• Experience with applicable information processing systems used to manage applications and admissions as well as student record keeping.
  
• Experience with University systems, such as UAccess, Trellis, and Quickstart.