Administrative Specialist

Position Highlights The Department of Public Health Practice, Policy & Translational Research seeks a qualified Administrative Associate to support the department chair, faculty, staff and students by assisting as needed on policies, practices and procedures, preparing documents, scheduling, meeting and event coordination, travel arrangements, website updates, record keeping, supply inventory and data entry. Maintains and updates department files, databases and reports. May be assigned additional tasks and responsibilities. This position is based in Phoenix at the UA Phoenix campus. 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 Coordinate processes and prioritize activities within the department and programs to meet deadlines. Provide administrative assistance to department faculty, staff and students, including managing calendars, scheduling appointments and meetings, preparing correspondence, and handling inquiries promptly and professionally. Provide administrative support to the department chair and program directors for departmental and program business affairs, such as calendar management, search committees, timesheet approval, annual performance review, promotion & tenure review, and teaching evaluation following UA policies and procedures. Maintain accurate and up-to-date departmental records, files, and databases. Organize and maintain electronic and physical filing systems, ensuring confidentiality and easy retrieval of information as needed. Prioritize, assist and arrange travel for faculty and staff. Assists staff and faculty with purchasing, reimbursements and reconcile expenditure receipts. Collaborate and coordinate with accountants/business office regarding department budgets and allocation of resources. Assist accountants/ business office with budget monitoring and financial management activities, including processing invoices, expense reports, and reimbursements. Maintain accurate records of departmental expenditures and assist in budget planning and tracking. Provides guidance and assistance as needed to students, faculty, researchers, and other staff on policies, practices, and procedures. Knowledge, Skills And Abilities Knowledge of organization, job content, practices and procedures. Ability to perform work under minimal supervision with assigned general expectations. 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. Minimum Qualifications High school diploma or equivalent, or equivalent learning attained through experience required. Minimum of 5 years of relevant experience, or equivalent combination of education and work experience. Preferred Qualifications 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 Compensation Guidance The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity. 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) Contact Information for Candidates Leila Barraza I View email address on click.appcast.io Documents Needed to Apply Resume and Cover Letter Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at View email address on click.appcast.io. #J-18808-Ljbffr