| Position Highlights |
The Administrative Assistant provides administrative and operational support to the Executive Director of UAIR, including comprehensive calendar coordination, meeting logistics, travel arrangements, and procurement activities. The role also supports UAIR leads with scheduling and departmental administrative processes to ensure efficient information flow and timely task execution. Responsibilities include coordinating meetings, managing purchasing and P card activities, overseeing travel and reimbursement processes, and supporting office operations within a remote first work environment. The position requires strong organizational skills, independent judgment, and the ability to manage multiple priorities in a fast-paced setting. This position will allow for flexible/hybrid work arrangements. Some duties can be performed remotely, but others will require an in-person presence on the Tucson, Arizona campus. 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.
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| Duties & Responsibilities |
Administrative Support to the Executive Director * Provide direct administrative and operational support to the Executive Director, ensuring timely coordination of highpriority tasks and information flow.
* Manage the Executive Director's calendar, including scheduling, prioritizing, and resolving conflicts involving internal and external stakeholders.
* Prepare meeting materials, agendas, and supporting documentation for the Executive Director.
* Coordinate travel arrangements, reimbursements, and related documentation for the Executive Director.
* Attend executivelevel meetings to prepare and disseminate minutes as requested. Administrative Operations & Office Support * Prepare and process administrative materials such as correspondence, agendas, notices, and supporting documentation.
* Serve as the Department Access Coordinator (DAC) and building manager, coordinating key requests with the UA Key Desk and managing building access through the AmerX Security system and DAC portal, including provisioning, removing, and adjusting access for authorized personnel.
* Serve as a point of contact for internal and external stakeholders, providing information and assisting with resolving procedural or administrative questions.
* Manage the UAIR general email inbox, processing incoming requests and assigning or routing messages to the appropriate business team members for action.
* Manage calendars and schedule meetings for UAIR leads, including adjusting bookings and resolving conflicts to support team priorities.
* Coordinate meeting logistics for teamlevel engagements, including reserving rooms, preparing materials, and ensuring timely communication.
* Oversee conference room calendars to meet operational needs and rebalance priorities as required. Procurement, Travel & P-Card Administration * Assist with departmental purchasing, supply ordering, and general procurement functions in alignment with university guidelines.
* Manage documentation and processes related to P card.
* Coordinate travel arrangements for UAIR staff and invited guests, including booking, preparing reimbursement documentation, and tracking travel related information.
* Ensure accuracy and compliance in all travel and purchasing transactions. Events & Logistics Coordination * Coordinate logistics for UAIR meetings and special events, including space reservations, catering, scheduling, and on site or virtual setup support.
* Prepare event related materials, schedules, and documentation; assist with facilitation during events as required.
* Support broader UAIR participation in division or Provost Division level events as needed. Knowledge, Skills & Abilities * General knowledge of administrative practices, procedures, and office operations.
* Familiarity with travel coordination, purchasing processes, and university administrative systems (or ability to learn quickly).
* Understanding of event and meeting logistics.
* Strong organizational and timemanagement skills.
* Excellent attention to detail and accuracy.
* Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint).
* Skilled in managing calendars and coordinating complex schedules.
* Strong written and verbal communication skills.
* Ability to exercise independent judgment, prioritize competing tasks, and manage deadlines.
* Ability to handle confidential and sensitive information with discretion.
* Ability to interact professionally with internal and external stakeholders.
* Ability to work effectively in a remotefirst environment while supporting inperson needs as required.
* Ability to problemsolve operational issues and route requests appropriately. 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. |
University of Arizona
life insurance, vision insurance, sick time
Mar 17, 2026