Administrative Specialist

Administrative Associate, College of Public Health (Phoenix, AZ) Posting Number: req26589 Department: Public Hlth Prac & Trans Rsch Department Website Link: Location: Greater Phoenix Area Address: Phoenix, AZ USA 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! 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. Employment Details Full Time/Part Time: Full Time Number of Hours Worked per Week: 40 FLSA: Non-Exempt Job FTE: 1.0 Work Calendar: Fiscal Location: Greater Phoenix Area Address: Phoenix, AZ USA Rate of Pay: $20.33 - $25.41 Compensation Type: hourly rate Grade: 5 Benefits Eligible: Yes - Full Benefits Job Category: Organizational Administration 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 Contact Information for Candidates: Leila Barraza I View email address on click.appcast.io Additional Information Open Date: 7/24/2026 Open Until Filled: Yes Number of Vacancies: 1 Documents Needed to Apply: Resume and Cover Letter Target Hire Date: Expected End Date: Special Instructions to Applicant: #J-18808-Ljbffr