Administrative Assistant

The School of Art at the University of Arizona invites applications for Administrative Assistant. Applicants should be proficient with Microsoft Office Suite, Zoom, Doodle Poll, and database management systems. The successful candidate will be responsible for front office coverage, general administrative duties, managing the Director's calendar, occasional travel coordination, and some event assistance. This position reports to the Administrative Support Manager and Director. Applicants should also demonstrate strong organizational skills as well as excellent verbal and written communication. Ability to perform and thrive in a multi-tasked environment is a must. We are seeking candidates with a positive attitude, initiative, resourcefulness, sound judgment, and ability to distinguish priorities and work independently or in a group with minimal supervision.

This role will have a direct supervisory role over student workers. The person occupying this position will be joining a dynamic school with approximately 50 faculty and staff. We value and encourage a sense of community and collaboration within the school and enjoy broad engagement with the College of Fine Arts and the division of Arizona Arts.

The School of Art (SoA) is part of Arizona Arts, which serves as a unified gateway to visual and performing arts experiences, programs, and assets at the University of Arizona (U of A). Arizona Arts offers the opportunity to work with people of many different backgrounds, experiences, and perspectives. We foster opportunity and excellence in the arts with a commitment to success for every student, research that shapes the future, and community engagement. Learn more by visiting cfa.arizona.edu/about/arizona-arts. The U of A is a Hispanic-Serving Institution and among the nation's strongest public universities, offering more than 150 majors. We live our Purpose, Mission, and Values as a land-grant university.

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!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

• Assists with complex
  administrative processes and resolve issues independently using extensive
  knowledge of departmental policies and procedures.
• Track and maintain
  record-keeping systems and databases for efficient, secure information
  management.
• Continuously evaluate
  administrative workflows and recommend improvements for operational
  efficiency.
• Compose, edit, and review
  routine correspondence, reports, and presentation materials (e.g., grant
  proposals, manuscripts).
• Serve as a primary point of
  contact for stakeholders, applying policies and addressing complex inquiries.
• Organize and coordinate
  departmental events, meetings, and travel arrangements, including agenda
  preparation and logistics.
• Provide guidance on the
  coordination of administrative activities and process, ensuring timely
  completion and workflow efficiency.
• Liaise with
  internal/external stakeholders to foster collaborative partnerships.
• May provide guidance to
  junior-level staff and assist in training/onboarding as directed.
• May process financial and
  personnel documents (e.g., invoices, payroll) per university guidelines.
• May monitor, reconcile, and
  approve expenditures to ensure compliance with budgets; initiate corrective
  actions for discrepancies.

Knowledge, Skills and Abilities:

• Ability to complete work with minimal supervision.
• Demonstrate organizational skills, including ability to plan, establish priorities, and successfully manage multiple projects
• Working knowledge and proficiency with Microsoft Office Suite, Zoom, Doodle Poll.

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.

• Experience working with educational or cultural institutions, experience in the arts.
• Experience with UAaccess and/or Trellis.
• Bachelor's or advanced degree,

• Resume showing how your experience, expertise, and vision relate to the position description and U of A context.
• Cover letter describing why you are interested in the position, how you meet some or all of the qualifications for the position; and any prior experience you believe is relevant to the U of A context, mission, and values.
• Three (3) reference letters will be requested of candidates who are selected for an on-campus interview.