University of Arizona Global Campus Sr. Administrative Assistant in Chandler, Arizona
The Sr. Administrative Assistant for the University of Arizona Global Campus (Global Campus) is a full-time employment position reporting to the Office of the President Manager. The Sr. Administrative Assistant will assist the two Deans of the university and their college. The job will entail day-to-day support in a fast-paced institutional executive environment including, but not limited to, preparing meeting materials including agendas and meeting minutes chair by the Deans, among others. Other duties include coordinating, managing, and setting up internal meetings and events; administering heavy calendaring and travel for the Deans and team; provide high level administrative support by anticipating the needs of the Deans; manage and coordinate extensive travel and complex calendaring. The Sr. Administrative Assistant will also work with the other administration team members to manage the day-to-day activities and the needs of the office under the directions of the Office of the President Manager to ensure coordinated support for the President’s Cabinet and Leadership Team members.
Essential Job Duties:
Manage and coordinate the schedule for the Deans and college including complex calendaring and preparing all the necessary items for the meeting (ex: room setup, catering, technology setup, documents, etc.)
Arrange travel and reconcile monthly expenses for the Deans and team.
Provides meeting support for college level meetings; including maintaining meeting agendas, minutes, presentations and documents as required per accreditation compliance, including the Faculty Council and committees.
Fields queries from all stakeholders directed to Deans, and their direct reports.
Tracks and reconciles budget for the departments.
Coordinates travel for college faculty and leaders, most of whom work off site, in alignment with budget as directed by the deans.
Prepares and submits expense reports on behalf of the Deans and other leaders as assigned.
Resolves routine questions and problems, and refers more complex issues to higher levels as needed.
Provides Special Event Support, Board of Directors meeting support, Commencement Support, and Regulatory Site Visit support as directed by the Office of the President Manager.
Composes complex documents (e.g. explaining department practices/policies/protocols) for college leaders as needed.
Answers and responds to phone and email requests from college leaders and faculty.
Compiles information from standard sources and prepares monthly data reports.
Supports the work of the colleges by ordering equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process request goods or services purchased by the college.
Assists faculty by answering questions and providing information, locating desired information and materials, preparing and/or proofreading correspondence, and other material, facilitating textbook desk copy requests.
Serves as principal contact for onboarding new faculty (remote & onsite), providing assistance and resolving problems relating to onboarding procedures and deadlines.
Develops and maintains working relationships with the executive assistants, office coordinators and department liaisons.
Works collaboratively as a team member with other executive assistants and office coordinators to support the university, especially when consistency of reports is needed and documentation for accreditation, as well as in event support for accreditation reviews and program reviews.
Keeps updated copies of Faculty credentials, CVs, professional development, and publications.
Supports the college by performing all other duties as assigned by the Dean specific to their skills and the needs of the college.
Specialty Knowledge & Subject Area Expertise
Proven organizational and administrative skills with a high level of attention to detail.
Draft and edit written communications, reports, presentations and materials.
Cultivate positive relationships with departmental staff and provide administrative support to departments, as assigned.
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 and public.
Ability to work under pressure in a fast-paced environment and deal with transitions.
Excellent communication, interpersonal and organizational skills.
Exceptional written and oral skills.
Possess emotional intelligence including a high level of self-awareness, awareness of others, and awareness of institutional culture.
Demonstrated effective critical thinking, independent judgment and decision-making skills.
Proven ability to multi-task and support on various levels.
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, 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 independently and have the ability to complete a high volume of tasks and projects.
Work as a team player in a responsive and helpful manner.
Assessing and proactively taking on new (“ad hoc”) duties as assigned.
Five (5) years administrative support experience for a senior leader.
Experience managing and coordinating the schedule and travel for an executive or senior management level employee.
Extensive software proficiency in Microsoft Office Suite.
Strong written grammar and oral communication fluency.
Exceedingly well organized, flexible, and enjoy the administrative challenges of supporting high level individuals in a fast-paced 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.
Proactive and resourceful problem-solving skills
Experience in a college setting is preferred.
Ability to maintain confidential and personal information within the need to know elements of this role.
- Bachelor’s degree preferred.