Administrative Assistant

Administrative Assistant Posting Number req20623 Department Office of Public Safety Department Website Link Location Main Campus Address Tucson, AZ USA Position Highlights The Office of Public Safety (OPS) is looking for a full-time Administrative Assistant to support OPS unit directors for Threat Assessment & Management (TAMT) and Emergency Management. The individual will perform varied high quality and responsive administrative duties unique to OPS, to include: answering and routing phone calls, handling incoming and outgoing mail, calendaring for assigned managers, preparing departmental purchasing and travel reimbursements. The incumbent will have contact with administrative offices requiring use of business vocabulary, tact, discretion and judgment. Excellent customer service, strong organizational skills, and keen attention detail are essential. A professional disposition, enthusiasm, punctuality, and ability to manage and prioritize multiple tasks are necessary for this position's success.

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!

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Duties & Responsibilities

• Greeter and first point of contact for Office of Public Safety reception.
• Receive and screen communication including phone calls and other inquiries not requiring the immediate and personal attention of the unit administration. Be an aid using independent judgment to determine those requiring priority attention.
• Screen incoming calls and visitors and direct each to the appropriate person or department.
• Coordinate the scheduling of meetings for unit directors and assist executive assistant with coordination of conferences and retreats.
• Determines priorities in relation to events of the day. Adjust appointment and other events to accommodate emergencies and urgent matters.
• Responsible for opening and reviewing all incoming mail; delivering mail to appropriate party.
• Prioritize tasks and workload to meet office operations.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting OPS, within scope of position.
• Manage outlook contacts to ensure information is accurate and up-to-date.
• Responsible for basic conference registrations and arranges required departmental travel arrangements and itineraries, while anticipating and preparing background materials as needed.
• Formats and proofreads material using correct grammar, punctuation, and spelling.
• Organize and maintain record keeping systems of correspondence, purchasing, travel and other departmental administrative records.
• Participate in meetings and conferences pertinent to areas of responsibility.
• Develop good working relationship with various populations and seek and accept direction as needed.
• Establish and maintain effective working relationships with all personnel during course of work.
• Coordination of up to 3 Directors and 7 entry level positions schedule/calendar.
• Assist in the integration of Facilities Mngmt, P&T, Athletics on a daily basis.
• Oversees campus activity alongside Emergency Management Director, actively engages and facilitates weekly meetings with internal and external partners.
• Responsible for office supplies inventory and purchase, expense reimbursements and PCard reconciliations.
• Issue payments of activities funded by UA Foundation account.

Knowledge, Skills, and Abilities:

• Knowledge of MSWord/MSOffice.
• Ability to effectively communicate orally and in writing.
• Ability to work independently.
• Excellent organizational skills and attention to detail.
• Ability to organize and coordinate work within schedule constraints and handle emergent requirements in a timely manner.
• Excellent interpersonal and customer service skills.
• Understanding of social etiquette or a willingness to learn appropriate behavior for various settings.
• Ability to diplomatically handle inquiries from both the community and campus, ensuring positive and respectful interactions.
• Ability to deal with difficult, confidential, and sensitive matters in a professional manner.
• Proven ability to work effectively both independently and as part of a diverse, team-oriented environment.
• Comfortable conducting internet research to support various tasks and inquiries.
• Strong attention to detail with the ability to manage multiple tasks simultaneously without sacrificing quality.
• Ability to communicate effectively and prioritize tasks in a fast-paced environment.
• Ability to professionally manage interactions with a wide range of high-level internal and external constituencies.

Minimum Qualifications

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications FLSA Non-Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1 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 $27.22 Career Stream and Level OC2 Job Family Administrative Support Job Function Organizational Administration Type of criminal background check required: Fingerprint criminal background check (security sensitive due to title or department) Number of Vacancies 1 Target Hire Date Expected End Date Contact Information for Candidates Human Resources Client Services

hr-client-opsd@arizona.edu Open Date 9/25/2024 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 cleryact@arizona.edu.