Administrative Associate

Administrative Associate

Posting Number
req26466


Department
A Center


Department Website Link




Location
Tucson Campus


Address
Tucson, AZ USA


Position Highlights
The A Center, a unit within the Division of Undergraduate Education, seeks a highly organized, service-oriented, and collaborative professional to serve as an Administrative Associate. This position plays a critical role in supporting the operational excellence of The A Center and the Office of the Assistant Vice Provost for Academic Advising.
The Administrative Associate serves as a central point of coordination for administrative operations, executive support, student and stakeholder engagement, event planning, data management, and technology systems support. This position contributes directly to the effectiveness of academic advising services that support undecided/undeclared students and Pre-Professions (Pre-Health and Pre-Law) student populations.

This role requires exceptional professionalism, discretion, organizational ability, and communication skills, as well as the capacity to manage multiple priorities in a dynamic university environment.

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 .

Duties & Responsibilities

• Provide high-level administrative support to the Assistant Vice Provost for Academic Advising, including complex calendar management, meeting coordination, correspondence, and logistical planning.
• Manage executive schedules proactively by prioritizing appointments, resolving conflicts, and ensuring timely preparation for meetings and events.
• Organize and coordinate regular and ad hoc meetings involving administrators, faculty, staff, donors, alumni, and external partners; prepare and distribute agendas, materials, and follow-up documentation.
• Record meeting notes and disseminate relevant information and action items to appropriate stakeholders.
• Create and maintain professional marketing materials, flyers, handouts, website content, and digital communications to support outreach, engagement, and office initiatives.
• Maintain and update departmental data systems and records, ensuring accuracy, confidentiality, and effective reporting practices.
• Manage event logistics such as room reservations, audiovisual equipment, catering, accommodations, rentals, invitations, and event communications.
• Exercise sound judgment and professionalism when responding to inquiries and resolving administrative issues independently.
• Maintain the highest level of confidentiality and professionalism when managing sensitive student, employee, financial, and departmental information, ensuring compliance with university policies, privacy regulations, and ethical standards.
• Support the coordination and manage the planning and execution of key departmental events and initiatives, including the Meet Your Major Fair and Health and Law Expos. Responsibilities include developing event timelines, coordinating logistics, communicating with campus partners and vendors, managing event materials, tracking project progress, and ensuring successful event implementation.
• Serve as a professional and welcoming point of contact for students, faculty, parents, staff, and community members seeking information about advising services, professional school preparation, and university resources.
• Provide exceptional customer service in person, by phone, and through written communication, ensuring inquiries are addressed accurately and efficiently.
• Support front desk operations and lobby coverage as needed, maintaining a professional and student-centered environment.
• Collaborate with Trellis partners to support the development, implementation, troubleshooting, and enhancement of advising applications and workflows.
• Coordinate and support signature programs and events, including Major Exploration initiatives, Major Fairs, New Student Orientation, Health and Law Expos, workshops, presentations, and other advising-related programs.
• Maintain the department's master event calendar and ensure leadership and staff are informed of upcoming deadlines and activities.
• Provide administrative support for academic advisors.
• Support departmental programs, projects, and special initiatives as assigned.
• Perform other duties as assigned in support of departmental and university priorities.

Knowledge, Skills, and Abilities:

• Exceptional verbal and written communication skills with the ability to interact professionally with students, faculty, administrators, staff, donors, and community partners.
• Demonstrated ability to manage confidential and sensitive information with discretion and professionalism.
• Strong organizational, time-management, and prioritization skills with the ability to work independently in a fast-paced environment.
• Proven ability to coordinate multiple projects and deadlines while maintaining accuracy and attention to detail.
• Advanced proficiency with Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint), Zoom, Google Workspace, Qualtrics, Canva, and Adobe products.
• Knowledge of university systems and processes, including (Peoplesoft) UAccess, UAccess Analytics, and (Salesforce)Trellis advising systems.
• Ability to collaborate effectively across departments and within a complex organizational environment.
• Flexibility to support occasional evening or weekend events as needed.
• Commitment to fostering a collaborative, respectful, and student-centered workplace culture.
• Demonstrated effective communication with various campus populations.
• Demonstrated excellent communication and presentation skills and proactive, open, and responsive interpersonal skills.
• Demonstrated ability to communicate effectively with university personnel: faculty, college deans, administrators, and staff, as well as representatives from business and the community.
• Demonstrated knowledge of standard office policies and procedures.
• Knowledge of UA administrative, academic, and business policies and procedures.
• Strong calendar and organization skills.
• Ability to think critically, solve problems, and make decisions independently.

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 high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Certificate in Secretarial Science.
• Experience using UA web-based forms.
• Experience with Trellis Advising and UAccess.
• Strong customer service experience in an educational environment.

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.


The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.


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
8/3/2026


Expected End Date

Contact Information for Candidates
Eduardo Hernandez | View email address on click.appcast.io


Open Date
7/17/2026


Open Until Filled
Yes


Documents Needed to Apply
Resume and Cover Letter


Special Instructions to Applicant

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.