Administrative Assistant (Phoenix, AZ)

Posting Number

req20431

Department

Planning & Operations Phoenix

Department Website Link

https://phxops.arizona.edu/

Location

Greater Phoenix Area

Address

Phoenix, AZ USA

Position Highlights

Based in downtown Phoenix at the Phoenix Biosciences Core, this position will support the Asst. VP of Planning & Ops Phoenix and other department personnel in a variety of administrative duties including document preparation, scheduling, meeting and event coordination, website updates, record keeping, supply inventory, and data entry. The position will create and maintain departmental files, databases and reports. The position will oversee student employees while providing guidance and assistance as needed to other faculty, staff, and students on policies, practices, and procedures.

The Campus is a 30-acre, urban medical and bioscience campus with more than 1.7 million square-feet of biomedical-related research, academic, and clinical facilities with plans for more. It is the only site where you will find all 3 of Arizona’s public universities in one location conducting and collaborating in research.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs.

Duties & Responsibilities

• Scheduling/calendaring for Planning & Ops Phoenix leadership prioritizing workload, meetings and appointments to meet work unit operations. Assist in scheduling/arranging campus events for various U of A departments and external organizations. Arrange PBC wide meetings, operational meetings. Create and distribute Phoenix communications from the department. Update the departmental website.
• Assist with coordination and implementation of various projects.
• Attend and participate in department leadership meetings and track action items.
• Compose and edit complex internal and external documents.
• Oversee and maintain work order database. Create, interpret and present reports regularly based upon departmental KPIs and facility industry standards. Track improvements and deficiencies. Conduct surveys and report on community needs and service. Recommend changes.
• Analyze current procedures and processes. Create readable, actionable reports to increase effectiveness and efficiency for review with leadership. Document revised procedures and distribute/train staff in revised procedures.
• Act as Liaison with Finance team to track and classify transactions. Order and maintain office supplies for department within established budget. Liaison with IT for ordering, desk top issues, updates, printer maintenance. Develop and maintain relationships with large Phoenix constituency including other universities, health care partners, research groups, schools, city government and other U of A departments to facilitate department operations, scheduling, and communication.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.
• Excellent attention to detail.
• Excellent organizational skills.

Minimum Qualifications

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.

The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. 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.

Grade Range Minimum

$20.33

Grade Range Midpoint

$25.41

Grade Range Maximum

$30.49

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

9/30/2024

Expected End Date

Contact Information for Candidates

[email protected]

Open Date

8/27/2024

Open Until Filled

Yes

Documents Needed to Apply

Resume and Cover Letter

Special Instructions to Applicant

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses. These reports 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 [email protected].