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University of Arizona Global Campus Office Coordinator in Chandler, Arizona

The Office Coordinator for the University of Arizona Global Campus (Global Campus) is a full-time employment position reporting to the Office of the President Manager. The Office Coordinator will be the face of the office sitting at the reception desk and will be responsible for the day-to-day guest management, office coordination, clerical and administrative tasks, and facilities maintenance. The job includes the coordination of various office tasks and facilities maintenance to ensure the office operates smoothly and efficiently. Other duties include working with the other administration team members to support visitors, meetings, manage the day-to-day activities and the needs of the office under the directions of the Office of the President Manager.

Essential Job Duties:

Key Tasks

  • Answers and responds to phone and email inquiries on behalf of the university. Route inquiries as appropriate.

  • Supports the work of the university by ordering equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process request goods or services purchased by the university.

  • Develops and maintains working relationships with vendors, administrative assistants, office coordinators, executives, staff, and faculty.

  • Works collaboratively as a team member with other administrative assistants and office coordinators to support the university, including but not limited to reserving conference rooms spaces, supporting onsite visits, meetings, and events, and welcoming clients and visitors.

  • Provide administrative support as directed by the Office of the President Manager

  • Oversee all office supply purchases and facilities vendor relationships and monitor and analyze office-related vendor expenses.

  • Coordinate and troubleshoot with building and property managers.

  • Collaborate on office construction projects, office moves and other facilities/office initiatives as directed by the Office of the President Manager.

  • Sit at our reception desk and provide guests with hospitable experience.

  • Clean and tidy reception area, conference rooms, break rooms, and other public areas.

  • Identify new vendors needed and obtain, negotiate and implement services as directed by the Office of the President Manager.

  • Coordination of all vendor work including obtaining COIs and necessary documentation to perform work.

  • Create & maintain office documentation, policies and procedures.

  • Manage, sort, and dispense incoming mail and faxes.

  • Prepare outgoing mail, faxes and packages.

  • Manage, troubleshoot and provide resolution for all IT related issues including conference room equipment, fax software implementation oversight to employees and employee related issues.

  • Create, manage and execute office moves.

  • Manage administrative and facility related onboarding and offboarding duties.

  • Daily facilities management. Monitor office space for any issues or needs.

  • Maintain all office equipment including coordinating maintenance service calls (e.g. binding machine, scanner, fax, copier, printers).

  • Field employee facility related complaints to appropriate leadership member.

  • Coordinate catering needs for client and any other office meetings.

  • Maintain office records and other documentation thoroughly and accurately, in accordance with company policies.

  • Provide back-up and primary support when necessary to the administrative team including travel request, expense reports, and scheduling meetings.

Specialty Knowledge & Subject Area Expertise

  • Cultivate positive relationships with vendors, staff, and faculty.

  • Aptitude to keep cool under pressure and when the unforeseen happens.

  • Must be able to use sound judgment and tact when dealing with board members, public, and external guests.

  • Ability to work under pressure in a fast-paced environment and deal with transitions.

  • Excellent communication, interpersonal and organizational skills.

  • Proven ability to multi-task and prioritize.

  • Ability work independently to achieve a high volume of tasks and satisfy deadlines in an accurate, timely, and efficient manner.

  • Must be professional with the ability to be discreet with sensitive and highly confidential information.

  • Possess integrity, trust, common sense, and problem-solving abilities.

  • Self-starter, independent and meticulous with strong follow up skills.

  • Pro-active, detail-oriented, anticipate the needs of the office, takes initiative, prioritizes work and delivers results.

  • Work cooperatively with a wide range of staff at various levels within the organization as well as external business partners.

  • Work as a team player in a responsive and helpful manner.

  • Assessing and proactively taking on new (“ad hoc”) duties as assigned.

Minimum Requirements:

  • Three (3) years experience providing reception, administrative, office, and facilities support.

  • Proficient in Microsoft Office Suite.

  • Strong written grammar and oral communication with the highest degree of transparency with reporting line while maintaining professional.

  • Exceedingly well organized, detail-oriented, flexible, and enjoy the high-volume environment.

  • Must be self-motivated, enthusiastic, and a team player.

  • Punctual and reliable.

  • Courteous and professional demeanor.

  • Strong initiative and multi-tasking skills required.

  • Work onsite at the Chandler, Arizona office during scheduled work hours.

  • Able to work overtime after hours and on the weekend as needed.

Preferred Qualifications:

  • Proactive and resourceful problem-solving skills.

  • Ability to maintain confidential and personal information within the need to know elements of this role.

Education:

  • Bachelor’s degree preferred but not necessary.
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