Administrative Associate, Department of Communication

At the College of Social and Behavioral Sciences (SBS), we work to investigate ideas, transform social conditions, and tell unheard stories. We prepare students, engage in research, and collaborate with community partners to address everyday challenges, be thoughtful problem-solvers, and build solidarity with others across the world. We are rooted in the unique sense of place in our Borderlands region. With more than 30 SBS majors, the College of SBS has a portfolio of competitive and highly ranked graduate programs. Seven of our graduate programs are nationally ranked in the top 25, including top 5 programs in anthropology, geography, political philosophy, and creative nonfiction. With a wide range of subjects to choose from, our students can explore subjects ranging from ancient philosophy to artificial intelligence.

The University of Arizona's Department of Communication invites you to apply for the role of Administrative Associate. This person will oversee and maintain a busy front office and serve as the administrative point person for faculty, staff, students, and visitors to the department. Responsible for front desk coverage, this person will ensure that quality customer service is provided to anybody who is in contact with the department and will assist with day-to-day requests. The position requires providing administrative support to the department head and business manager. This position provides the department with logistical support for meetings and other events. Tasks may include organizing meeting rooms, sending out reminders, tracking registration and attendance, taking notes, and event planning.

This is an in-person position located at our Tucson 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!

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Faculty, Student, and Staff Support

• Responsible for front desk coverage; this person will ensure that quality customer service is provided to anybody who is in contact with the department and will assist with day-to-day requests.
• Monitors or coordinates the activities of student workers.
• Investigates, evaluates, and resolves typical administrative or operational problems or situations impacting staff or faculty work unit.
• Serves as a liaison to faculty, staff, students, alumni, outside agencies, and the public concerning information or complaints.
• Maintains the department website under supervision of the department head and contributes to the department’s social media presence.

Business Operations and Communications

• Maintains inventory of office supplies and initiates purchases of materials; tracks orders and processes returns as necessary.
• Organizes graduate room assignments and assigns mailboxes.
• Reviews incoming physical mail for the department, distributing to various sites as necessary.
• Prioritizes workload to meet work unit operations.
• Evaluates and recommends operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
• Composes confidential correspondence on own initiative.

Event Coordination and Support

• Coordinates travel reservations, itineraries, and reimbursements for the department.
• Participates in meetings pertinent to area of responsibility.
• Prioritizes and arranges meetings and appointments for the unit administrator; makes necessary travel reservations and itineraries; determines and prepares background materials needed.
• Coordinates with the Business Manager on department business needs (e.g., UAccess Reimbursements, travel forms, stores orders, Pcard Compliance).
• Plans and coordinates department events.

Knowledge, Skills, and Abilities

• Excellent organization and ability to establish priorities.
• Excellent written and oral communication skills.
• Excellent computer skills.

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.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

• Previous experience with academic administrative support.
• Experience with Microsoft Office.
• UAccess experience, including expense reimbursements.
• Social media experience, including content creation, posting, etc.