Administrative Assistant

Administrative Assistant III (UA Library Administration)

The University of Arizona's Library Administration invites you to apply for the role of Administrative Assistant III. The Administrative Assistant III is a key member of the Libraries' Administration Office, supporting the Deans under the guidance of the Executive Associate and other administrators. As part of the Dean's support team, you will help plan and coordinate community events, library programs, cross-campus initiatives, project-based initiatives, and donor engagement activities. Success in this role calls for initiative, sound judgment, professionalism, and discretion. You will resolve non-routine situations by interpreting policies and choosing the best course of action. You will also engage with a wide range of stakeholders, including students, faculty, staff, donors, senior leaders, and community partners, requiring adaptability and tact.

The first review of applications will begin on August 3, 2026. Applications will be accepted until the position is filled. 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.

Duties & Responsibilities - Provides complex calendar administration and meeting coordination for the Associate Dean and the Director of Finance and Administration. Offers contingency support for the Dean's and Vice Dean's schedules, as needed. Provides comprehensive administrative assistance to the Administration Office leadership team, including answering calls and inquiries, welcoming visitors, managing correspondence, arranging meals, and supporting other duties as required. Oversees logistical arrangements for high-level meetings, encompassing venue reservations, setup, cleanup, and collaboration with campus partners, often coordinating catering services as necessary. Maintains the central supply closet, processes special supply requests, and orders business cards and letterhead for library staff. Supports project-driven initiatives guided by the Associate Dean through the facilitation of interdepartmental and cross-institutional meetings, the organization of timelines, calls for applications, review procedures, and recognition activities. Partners with the Administration Office and the Marketing & Events teams to plan, monitor expenditures for, and execute various events, including lectures, luncheons, donor receptions, and staff gatherings, by managing logistics such as room reservations, audiovisual setup, catering, and other event requirements. Assists with development and donor-related activities, as needed. Provides administrative assistance to other library departments, as needed.

Knowledge, Skills, and Abilities (KSAs): Adaptable and flexible in a fast-paced environment, with a willingness to learn new skills and manage shifting priorities and time constraints. Excellent interpersonal and communication skills, including the ability to collaborate with library leadership and campus-wide colleagues, use professional business vocabulary, and exercise discretion and sound judgment when handling sensitive or confidential matters. Proficient in Microsoft Office Suite, with advanced skills in Outlook. Familiarity with event management standards and best practices. Skilled in planning and executing high-level events and meetings from concept to completion. Creative problem-solving skills to design and implement new approaches for unique library events. Willingness and ability to learn campus contract processes and university policies. Highly organized, with strong attention to detail. Ability to work in a highly collaborative environment, one that values and leverages the benefits of a variety of perspectives. Ability to demonstrate positive attitude and strong demonstration of UA Libraries' Values.

Minimum Qualifications - 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.

Preferred Qualifications - Experience with Microsoft Office applications (Word, PowerPoint, Excel, and Outlook). Experience managing complex calendars in Outlook. Experience effectively presenting creative ideas to others visually, verbally, and in writing.

FLSA - Non-Exempt

Full Time/Part Time - Full Time

Number of Hours Worked per Week - 40

Job FTE - 1.0

Work Calendar - Fiscal

Job Category - Organizational Administration

Benefits Eligible - Yes - Full Benefits

Rate of Pay - $20.33 - $25.41

Compensation Type - hourly rate

Grade - 5

Career Stream and Level - OC3

Job Family - Administrative Support

Job Function - Organizational Administration

Type of criminal background check required: - Name-based criminal background check (non-security sensitive)

Number of Vacancies - 1

Target Hire Date - 8/17/2026

Contact Information for Candidates - Mary Simons Executive Associate to the Deans of the Libraries and Development View email address on click.appcast.io

Open Date - 7/23/2026

Open Until Filled - Yes

Documents Needed to Apply - Resume and Cover Letter