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Administrative Assistant, Student Services

2 months ago

Tucson, United States The University of Arizona Full time
Administrative Assistant, Student Services Posting Number req19993 Department College of Applied Sci & Tech Department Website Link Location Main Campus Address Tucson, AZ USA Position Highlights

The Administrative Support Assistant III provides general administrative functions and assistance for Student Services ( Academic Advising, Retention, Recruitment & Enrollment, Career & Engagement, Marketing & Communication) within the College of Applied Science & Technology (CAST). This includes serving as the initial contact for visitors and inquiries, communicating with internal and external stakeholders (students, staff, administrators, faculty, etc.), preparing documents and reports, scheduling meetings, organizing, maintaining information, coordinating calendars, composing correspondence and other documents, maintaining student data, and assisting at Student Services events and functions. This position will staff the front desk located on Main Campus in Tucson, Arizona at CAST’s location in the University Services Building.

The individual will facilitate results through management and support of business practices and policies to effectively manage resources within the College of Applied Science & Technology (CAST). They must complete work assignments with an exceptional degree of independence and efficiency and have excellent interpersonal and communication skills are essential for successful job performance. Must possess a valid Arizona Driver's license and be able to drive per University policy at the time of hire.

Applicants must be currently authorized to work in the United States.

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. For more information about working at the University of Arizona and relocations services, please . Duties & Responsibilities Provides administrative assistance to complex issues and requires significant judgment and initiative for all staff in Student Services in the College of Applied Science & Technology (CAST). Serves as the initial point of contact for all modalities of inquiries and walk-in visitors for Students Services in CAST. Provide day-to-day support, such as copying, appointment scheduling, note-taking, travel arrangements, data entry, filing, and student records maintenance for all Student Services staff and leadership. Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and interpreting university policy, procedure, and operations. Maintains detailed records of student interactions. Participates in outreach campaigns to contact students via phone and email to schedule Advising and Student Services appointments and encourage application and enrollment. Maintains transcripts and other student recordsdatabases; receives and forwards official documentation to appropriate offices. Maintains calendar(s) for designated Student Services staff, regularly prioritizing and arranging meetings, events, and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed. Reviews all incoming mail; answers inquiries and composes correspondence on general and technical matters in accordance with established guidelines and forwards items to supervisor or appropriate staff. Performs a variety of administrative support activities such as composing and editing complex internal and external correspondence, interpreting and explaining established policy and procedure in response to inquiries from a variety of sources, summarizing replies and information to facilitate review by superior and investigating, evaluating and resolving problems within scope of position. Assists in the coordination and implementation of multiple projects for CAST Student Services. Conducts research and utilizes resources to solve complex student and administrative problems that arise. Researches, summarizes, and analyzes complex information; calculates statistics and compiles data to prepare recurring reports potentially containing or sensitive information from a variety of sources. Generates reports and documents in ways that enhance readability. Orders and Inventories office supplies. Monitors, reviews, and approves standard expenditures to ensure the activities of the Student Services office in CAST are conducted within established budgets. Organizes the maintenance of a document archive process to include scheduling annual shredding of outdated documents. Serves as liaison to faculty, staff, students, alumni, outside agencies and the public concerning information or complaints. Plans and arranges conferences and meetings under minimal supervision with general expectations; communicates arrangements to appropriate individuals. Performs work with extensive knowledge and operation of university systems and departmental tools.

Knowledge, Skills & Abilities:

Knowledge of and experience with office and administrative practices and principles. Knowledge and skill in budgeting procedures and techniques. Skill in the use of computers/software including proficiency with Microsoft Office suite (PowerPoint, Word, Excel, Access), Adobe tools, and/or other software packages relevant to the role such as student information systems and CRMs. Demonstrated ability to be reliable and punctual. Minimum Qualifications High school diploma or equivalent, or equivalent learning attained through experience required. Minimum 5 years of related work experience required Must have a valid driver’s license and ability to drive according to the University . Preferred Qualifications Administrative support experience at the University of Arizona FLSA Non-Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay $$ 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 and our . Grade Range Minimum $ Grade Range Midpoint $ Grade Range Maximum $ 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 8/19/2024 Expected End Date Contact Information for Candidates Open Date 7/17/2024 Open Until Filled Yes Documents Needed