Administrative Assistant, Spanish & Portuguese

The University of Arizona's Department of Spanish and Portuguese within the College of Humanities invites you to apply to the role of Administrative Assistant.

This position will perform a variety of administrative support, along with events coordinator duties for the Spanish & Portuguese (S&P) Department to ensure efficient daily office operations. A successful candidate will join a vibrant team providing administrative and operational support to the faculty and students of the department. This position requires exceptional attention to detail, ability to prioritize, and work effectively within the team and with central administrative units in the university.

The candidate will be punctual, enthusiastic, collaborative, adaptable, proficient in a variety of computer software programs, and have exceptional writing and communication skills. This position reports to the Senior Business Manager, while providing more targeted support for the Spanish & Portuguese Department Head.

This is an on-site position. Additionally, this position requires walking on campus and physical ability to assist with setup and breakdown and working during events that may occur during evening hours.

Visa sponsorship is not available for this position.

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

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• Oversee the department front desk. Open and close the main office and ensure daily office operation is efficient and in compliance with department policies and procedures.
• Answer and respond to incoming calls and emails and direct to appropriate faculty or personnel. Greet and direct visitors to the appropriate personnel with professional and effective customer service. Open, review, and distribute incoming mail; answer inquiries and compose correspondence on own initiative on general matters.
• Assist the Department Head with correspondence that supports department development efforts, taking meeting minutes, coordinating visits and itineraries, managing calendar, Qualtrics Surveys and creating zoom meetings.
• Update and maintain the department social media accounts including creating and scheduling posts and tracking engagement analytics.
• Monitor office supplies inventory and initiate requests to restock.
• Provide administrative support to the Senior Business Manager including but not limited to managing calendar, making travel arrangements, reserving and organizing rooms, coordinating interviews and search committee meetings.
• Create and maintain multiple distribution lists.
• Perform administrative tasks such as data entry, scanning, copying, faxing, etc.
• Assist faculty and Department Head with scheduling needs, special events, lectures and workshops.
• Assist with department event planning, creating flyers including catering arrangements, venue reservations, assist with setup and take down, and working with the College of Humanities (COH) Marketing & Alumni Relations on materials as needed and advertising events.
• Request rooms for courses and events.
• Order textbooks.
• Initiate key requests and building access changes.
• Data collection, entry, and management, as needed.
• Update and maintain department websites.
• Performs other related tasks as assigned.

Knowledge, Skills and Abilities:

• Strong time management, quick learner and ability to communicate effectively (i.e. ability to stay organized and manage interruptions to ensure tasks get completed).
• Ability to handle confidential and sensitive information with discretion.
• Knowledge of standard office practices, procedures, and etiquette.
• Excellent customer service.
• Ability to handle multiple responsibilities and balance competing priorities.
• Effective communication skills (i.e. verbal and written) with a varied population of faculty, staff, and students.
• Able and willing to learn new policies, processes, and software quickly.
• Ability to complete assignments and meet deadlines with a high degree of accuracy, quality, and attention to detail.
• Ability to work independently and collaboratively as a team player, utilizing appropriate resources to solve problems.
• Basic math skills.

Physical Requirements and Environmental Demands:

• Lifting: Employees are frequently required to lift, move, carry and transport materials and equipment associated with event setup and breakdown.
• Outdoor Environment: Employees work outdoors and may not be protected from weather conditions.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• 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.

• Bachelor's degree, associate's degree, or vocational training in office administration and business.
• Experience with UA systems including UAccess Financials, UAcess Student, UAccess Analytics, and other University software.
• Experience and proficient with Microsoft Office (excel and word), including Outlook (email and calendar), Google Drive, Qualtrics Surveys, Box, Zoom, Adobe Acrobat, Canva.
• Experience updating and creating documents such as pamphlets, fliers, and handouts.
• Experience in Higher Education.
• Experience in working with varied population of faculty, staff and/or students.