Administrative Associate

University of Arizona Research, Innovation & Impact Research is essential to strengthening our communities, driving innovation, growing our economy, preparing a competitive workforce, advancing society, and tackling the complex challenges we face. The Office of Research, Innovation and Impact (RII) expands the capacity of U of A research and innovation enterprise with a focus on translating big ideas into important new knowledge and using the power of that knowledge to improve lives and communities in Arizona and across the globe.

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!

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.

Duties & responsibilities:

Oversee a range of administrative tasks to ensure seamless departmental operations, including and not limited to:

* Managing complex calendars for the department and senior-level leaders, ensuring effective scheduling and coordination.

* Coordinating and arranging travel, including itineraries and accommodations.

* Processing travel and expense reimbursement requests, as well as PCard transactions, in collaboration with the RII Business Center.

* Providing administrative support for complex issues that require critical thinking, sound judgment, and initiative.

* Serving as a backup to Executive Associates, ensuring continuity of support during absences or high-demand periods.

* Organizing and prioritizing workload, meetings, and appointments to maintain efficient office operations and meet departmental needs.

Event Coordination and Execution:

* Plan and coordinate events and special projects initiated by the Senior Vice President's (SVP) office, ensuring all aspects align with organizational objectives.

* Streamline event planning processes and develop clear, effective communication strategies to enhance efficiency.

* Coordinate event logistics, including setup, takedown, catering arrangements, and securing event locations.

* Ensure events meet established goals and standards, delivering a high-quality experience aligned with organizational expectations.

* Attend and actively participate in events, providing on-site support as needed to ensure smooth execution.

Project Coordination and Support:

* Collaborate with project leads to coordinate and support the execution of special projects and initiatives as assigned.

* Organize and schedule project team meetings, ensuring timely and accurate communication among stakeholders.

* Monitor and track project progress, milestones, and completion, providing updates to ensure alignment with timelines and objectives.

Miscellaneous:

* Responsible for office supply procurement and inventory, ensuring adequate stock and maintaining a professional front office environment.

* Provide backup support for the front desk during staff absences to ensure uninterrupted operations.

* Assist with facilities management requests, coordinating resolutions to maintain a functional and efficient workspace.

Perform additional tasks as assigned, demonstrating flexibility and a commitment to team success.

Knowledge, skills & abilities:

* Familiarity with calendar management and scheduling for senior leaders.

* Knowledge of event planning and logistics coordination.

* Basic understanding of financial processes, including travel and expense reimbursement systems and PCard transactions.

* Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.

* Strong communication skills, both written and verbal, for clear and effective interactions with stakeholders.

* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools.

* Problem-solving skills with a demonstrated ability to address complex issues using sound judgment and initiative.

* High attention to detail to ensure accuracy in scheduling, documentation, and project tracking.

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