Administrative Associate, School of Architecture

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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Administrative Support

* Provide general administrative support and assistance to the School Director, including maintaining calendars, scheduling meetings, and coordinating events.
* Assist with the preparation and execution of events, including guest lists, invitations, room reservations, food and beverage selection / ordering, printed materials, table and seat arrangements, audio/visual equipment, and lighting.
* Ensure appropriate record keeping in the administrative offices, including paper and electronic file retention of correspondence, financial and personnel documents, and related materials.
* Prepare travel authorizations and disbursement vouchers for travel expense reimbursements, and general expenses.
* Prepare PCard documents for reconciliation.
* Maintain and distribute the college employee directory and listservs.
* Serve as the college building liaison for key authorizations, security, Cat Card access, and maintenance/service calls to Facilities Management.
* Serve as a staff and resource person, processing department mail and handling confidential matters.
* Gather, compile, verify, analyze, prepare, and manage complex information for documents such as emails, agendas, reports, and presentations.
* Maintain the school's master calendar and meeting space reservations.
* Review invoices and process expense reimbursements, PCard transactions, and internal billing.
* Log and monitor all transactions on the department's accounts and budget logs.
* Consistently update the Director on irregularities and proceed with directed corrective action.

Front Desk Management

* Greet visitors and answer general inquiries.
* Direct students to appropriate personnel for assistance.
* Answer incoming calls and respond to inquiries in person, via email, and other forms of communication.
* Provide coverage for others at the college and school level when necessary.
* Ensure the entrance to the office is well-organized and professional in appearance.

Additional duties:

* HR/GAship tracking process and student hiring
* Inventory, order, and manage office supplies.
* Complete reimbursements for expenses including travel and process other travel documents for faculty and students.
* Coordinate department meetings and print meeting agendas.
* Initiate and process independent contractor and vendor information forms for visiting lecturers and guest consultants.
* Initiate and manage facility projects and manage bulletin boards.
* Order and manage computer equipment, studio supplies, reference books, or office furniture.
* Assist the Director with the Annual Accreditation Report
* Assist the Director and Program Coordinator with the faculty and staff nominations by managing the award process at the school level. Ensure there is a list of awards that the school will recommend to the college and follow the appropriate timeline and deadlines to ensure the submission of nominations.

Knowledge, Skills, and Abilities

• Ability to manage time effectively; be professional and respectful in all written, verbal and non-verbal communication; multi-task; work independently; critically think and employ emotional intelligence and awareness with others.

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

• Experience providing general administrative support, including calendar management, meeting scheduling, and event coordination.
  
• Experience planning and executing events, including managing guest lists, invitations, room reservations, food and beverage orders, and logistical details such as audiovisual and lighting setup.
  
• Experience maintaining electronic and paper record-keeping systems, including handling correspondence, financial, and personnel documents.
  
• Experience preparing travel authorizations, booking travel, processing expense reimbursements, and managing purchase card transactions.
  
• Experience managing front desk operations, greeting visitors, directing inquiries, and handling multi-channel communication, including phone, email, and in-person interactions.
  
• Experience in inventory management, ordering office supplies, and procuring equipment such as computers, supplies, and office furniture.
  
• Experience logging financial transactions to support financial reporting.
  
• Experience assisting with accreditation reports and managing faculty and staff nomination processes, ensuring adherence to deadlines and timelines.