Administrative Support Assistant I

This position will perform basic functions in supporting Program Directors and others in the department with daily activities. The position requires initiative, attention to detail, excellent organizational skills, and the ability to work independently, as well as collaborate with department faculty, staff and students. Position is in-person, on campus, hours are 8:30 - 5:00pm, Monday-Friday.

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!

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• Provides administrative support to Program Directors for program business affairs such as schedules and arranges appointments, meetings, and events and assembles necessary background materials.
• Supports program directors and works with other college offices to complete Teaching Assistant hiring and follow-up.
• Supports program directors and works with other college offices in support of graduate admissions.
• Formats, proofreads, types and/or produces documents and related materials for HPS academic programs.
• Compiles and organizes information for inclusion in reports or presentations for HPS academic programs.
• Coordinate with IT and communications on behalf of graduate education programs.
• Support programs daily business and activities, such as seminar flier development, room reservations, meeting scheduling and coordination, and taking meeting minutes.
• Supports teaching activities including textbook ordering and syllabus collection.
• Assist in coordination of departmental daily operations that support the department and college education and academic missions.
• Complete routine business transactions including, but not limited to disbursement vouchers; domestic travel authorizations and reimbursements; etc as needed; following university policies and procedures.
• Delivers outstanding customer service in all aspects of the job; provides information and assistance to customers requiring knowledge of departmental operations.
• Working with administrative team within the department to creating/maintaining operating procedures to ensure department efficiencies.
• Receives, directs, and responds to visitors, telephone calls, and written communication.
• Monitor and replenish departmental office supplies.
• Place routine service requests for basic maintenance items such as switching out light bulbs, ordering shred and recycle bins, ordering copier services, pest control, arranging special cleaning services, etc.
• Retrieve and deliver mail and coordinate with campus postal services related to postage, mailing/receiving packages, and other shipping needs.
• Prepare office space for new employees. Clean out vacated spaces.

Knowledge, Skills and Abilities:

• Ability to work and communicate with a wide variety of people.

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.

• Proficiency in various software including Microsoft Office (Word, PowerPoint, Publisher, Excel, Outlook) and Zoom.