Administrative Support Assistant II - ARO (Part Time)

Posting Number

req20440

Department

Steward Observatory

Department Website Link

https://www.as.arizona.edu/

Location

Main Campus

Address

Tucson, AZ USA

Position Highlights

Steward Observatory’s Arizona Radio Observatory (ARO) and the Mountain Operations group are currently seeking candidates for the position of Administrative Support Assistant II. The successful candidate will join a diverse group of scientists, engineers, and technicians who maintain and upgrade telescopes for Observatories at Kitt Peak, Mt. Graham, and in the Santa Catalina Mountains. The Administrative Support Assistant II will provide direct administrative support to the Steward Observatory Associate Director and their direct report units. The ideal individual will have excellent customer service skills, strong, efficient, and effective written and verbal communication, administrative and organizational skills, and the ability to manage multiple priorities. The successful candidate should expect to work in a team environment and be able to manage tasks and projects independently. This position will require coordination, scheduling, and all other support related duties to ensure efficient office operations. Responsibilities will include meeting and travel scheduling, financial processing and documentation, various programmatic organization duties, extensive communication with internal and external stakeholders, and record keeping and/or report development.

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

• Provide routine, reliable, consistent, and professional administrative support to the Associate Director.
• Perform work under general supervision and receive detailed instruction from supervisor as needed.
• Assist in the planning and coordination of in-person and digital platform meetings, including room scheduling, meeting agenda preparation, and follow up notes as needed for specific re-occurring meetings.
• Maintain digital scheduling via on-line calendar.
• Track priorities and project efforts.
• Provide support, as needed, to all direct report units of the Associate Director as assigned.
• Travel organization, reservations, itineraries, arrangements, and process travel expenses reimbursements.
• Tracking vehicle fleet status and maintenance needs.
• Collecting and reporting status updates of engineering teams' weekly activities.
• Creates and updates departmental files databases and reports.
• Formats, proofreads, types, and/or produces documents and related materials.
• Organizes and maintains files and record keeping systems.
• Group Safety Support:
  
• Collecting, tracking and reporting status of required safety training certifications for ARO and Mtn Ops teams.
• Scheduling required safety trainings for team.
• Receives, directs, and responds to telephone calls and written communication. Directs inquiries to appropriate individuals.
• Provides guidance and assistance as needed to staff, student workers, and visitors on policies, practices, and procedures.
• Additional duties as assigned.

Knowledge, Skills, & Abilities:

• Successful candidate will be self-motivated and able to work independently and as a team member.
• Ability to manage several projects concurrently, prioritize tasks, and meet deadlines.
• Knowledge of office and administrative practices and principles.
• Proficiency in Microsoft programs, including Word, Excel, Power Point, and Zoom.
• Proficiency in Google and Box platforms.
• Proficiency in Misc Office Systems & Communication Platforms.
• Demonstrates excellent communication skills, follow through, and attention to detail.

Minimum Qualifications

• High school diploma or equivalent, or equivalent learning attained through experience and a minimum of 3 years of relevant experience, or equivalent combination of education and work experience.
• Ability to drive according to the University Fleet Safety Policy.

University Fleet Safety Policy.

Preferred Qualifications

FLSA

Non-Exempt

Full Time/Part Time

Part Time

Number of Hours Worked per Week

20

Job FTE

0.5

Work Calendar

Fiscal

Job Category

Organizational Administration

Benefits Eligible

Yes - Full Benefits

Rate of Pay

$18.15 - $22.69

Compensation Type

hourly rate

Grade

4

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

$18.15

Grade Range Midpoint

$22.69

Grade Range Maximum

$27.23

Career Stream and Level

OC2

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

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].