Administrative Support Specialist

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A 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 click here.

Administrative:

• Perform a variety of complex clerical and administrative tasks as needed, including but not limited to managing the main office phone line, Ricoh copy machine, mail distribution, shipping and receiving, reporting maintenance issues, and submitting help desk tickets.
• Maintain, record, and address issues relating to OIE's electronic case-management system in accordance with established procedures.
• Investigate, evaluate, and resolve routine to moderately complex administrative and operational obstacles impacting the department.
• Request copies of police records, track the status of requests, and provide updates to the assigned investigators.
• Coordinate responses to record requests (public records, Office of General Counsel, and others) by gathering, organizing, and tracking required documentation.
• Facilitate efficient records retention systems and procedures for the storage and retrieval of information and apply retention and disposition schedules that conform to legal, administrative, and fiscal requirements.
• Update and organize office files, including shared drives.
• Coordinate and schedule staff and department meetings, including technical support, room reservations, and catering.
• Prepare various UAccess documents, including P-Card transactions, packing slips for shop catalog, reimbursements, and other daily processing tasks in compliance with established guidelines.
• Assist staff with special projects as directed.
• Other related administrative duties as assigned, consistent with the scope and level of the position.

Communication:

• Answer OIE's main phone line delivering professional and courteous customer service throughout all interactions.
• Provide prompt administrative intake, referral, and triage support for employees or students seeking assistance; schedule appointments; respond to general questions; and apply established guidance when addressing general policy inquiries.
• Document all interactions with individuals and actions taken with attention to detail in accordance with established procedures.
• Follow up with individuals to provide administrative support and information, as appropriate.
• Independently compose confidential and non-confidential communications for review and approval, as appropriate.
• Handle confidential, sensitive, and complex situations in a professional, supportive, and equitable manner within the scope of assigned administrative responsibilities.

Resources and Procedures:

• Coordinate and run data reports using OIE's electronic case management system in accordance with established reporting requirements.
• Conduct research and benchmarking activities regarding existing policies, procedures, and best practices related to discrimination and harassment for informational and administrative support purposes.
• Ensure administrative support and resources are coordinated appropriately, including collaborating with campus partners to facilitate access to established support and resources.
• Prepare and upload communication templates and resources to the electronic case management system as directed.

Knowledge, Skills, and Abilities:

• Strong expertise in Microsoft Office Suite; Outlook, Word, Excel, Teams, and PowerPoint.
• Deep understanding of administrative and campus policies and procedures.
• Excellent writing and proofreading skills.
• Exceptional organizational skills, detail-oriented, able to prioritize strategically, and effectively juggle multiple projects while simultaneously prioritizing responsibilities to meet the department's operations.
• Ability to explain and respond to inquiries from a variety of sources based on the department's policies and procedures.
• Ability to problem-solve, propose solutions, and take initiative.
• Ability to work independently and as part of a team.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required.
• 5 years of relevant experience, or equivalent combination of education and work experience.

• Working experience in higher education, human resources, or legal environment.
• Experience using University of Arizona systems: Financials, Employee, and Analytics.
• Working experience with Microsoft Office Technical Programs (Word, Excel, Outlook, Access, Publisher, Visio), Microsoft Office Cloud Programs (One Drive, SharePoint, Teams), Zoom, and Adobe Suite.
• Experience and proficiency with English composition, grammar, spelling, and punctuation.
• Experience using case management software.