Administrative Support Assistant II

Location
Tucson, AZ
Posted
Nov 13, 2020
Institution Type
Four-Year Institution
Posting Number:

req2921

Department:

Teachg Learning Sociocult Stds

Department Website Link:

https://www.coe.arizona.edu/tls

Location:

Main Campus

Address:

Tucson, AZ USA

Position Highlights:

The mission of the American Indian Language Development Institute (AILDI) is to provide critical training to strengthen efforts to revitalize and promote the use of Indigenous languages across generations. AILDI is housed in the department of Teaching, Learning and Sociocultural Studies in the College of Education. Major program areas include: a summer institute that offers university credited courses for teachers, practitioners and researchers of American Indian languages; workshops; on-site training; conferences, symposia and special projects.

The Administrative Assistant performs a variety of advanced secretarial and administrative duties to support the activities of AILDI. The selected candidate will work independently under the general direction of the Project Coordinator. The person in this position must possess good communication and organizational skills, understanding of diverse communities, and a high degree of professionalism.

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; state and optional 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 relocation services, please click here.

As a cost-saving measure related to the impact of COVID-19, Furlough and Furlough-Based Salary Programs have been approved by the Arizona Board of Regents. All new hires subject to the programs will be notified in accordance with adopted Furlough and Furlough-Based Salary Programs guidelines and will be required to comply with all measures. To learn more about the programs and whether this position is affected, please visit hr.arizona.edu/FY-2020-2021-Furlough-Program.

Duties & Responsibilities:

Duties and Responsibilities:

  • Performs a variety of administrative and/or secretarial support activities such as composing correspondence, interpreting and explaining established policy and procedure in response to a variety of inquiries, summarizing reports and information to facilitate reviews, and investigating, evaluating and resolving problems within the scope of position.
  • Receives/Screens phone calls, voice/email, and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
  • Opens and reviews all incoming mail; answers inquiries and composes correspondences on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
  • Maintains and reconciles budgets for work unit accounts; monitors expenditures and performs simple analysis on accounts; assists with developing and tracking grant budgets; prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits; makes purchases for office supplies and materials.
  • Process travel/reimbursements/MOFs, place orders via UAccess Financials and Purchasing Card, reconcile P-Card purchases, initiate payment/invoices for guest speakers, honoraria.
  • Processes hiring paperwork for faculty and students for summer institute.
  • Coordinates and supports all administrative duties regarding the summer institute including working jointly with university departments, Bursar’s Office, Room & Course Scheduling, etc.
  • Schedules AILDI team meetings and conference/Zoom calls; sends notifications and updates for meetings.
  • Prepares, records, and disseminates minutes, notices, manuals, agenda and correspondence with all supporting documentation, requiring application of a specialized knowledge of the assigned function.
  • Researches, summarizes and analyzes information; compiles data to prepare special and recurring reports containing specialized or sensitive information following supervisor's general direction; selects relevant information from a variety of sources including compiling annual AILDI evaluations and disseminating to AILDI faculty and staff.
  • Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
  • Creates necessary databases: alumni, future students, stakeholders.
  • Assists with listserv and the use of electronic media to connect with alumni and stakeholders (e.g. website, Facebook page, etc.).
  • Creates marketing material for summer institute.
  • Serves as contact person and liaison to AILDI participants, faculty, staff, students, outside agencies, and the public concerning AILDI related information and complaints.
  • Event Planning: coordinates annual AILDI retreat, assists with conference, symposium, summer institute and special project logistics.
  • Supervises/coordinates student workers, Graduate Students and volunteers during summer institute.
  • Miscellaneous duties as assigned.

Knowledge, Skills & Abilities:

  • Knowledge of university software such as UAccess Analytics, Financials, Student and Employee, etc.
  • Strong oral and written communication skills.
  • Ability to prioritize and work efficiently on own to meet deadlines.
  • Ability to problem solve.
  • Knowledge of standard and university policies and procedures.
  • Skill in English composition, grammar, spelling and punctuation.
  • Ability to develop good working relationship with different units and departments.
  • Proficiency in Microsoft Office (Word, Excel, Publisher, Outlook,) Drupal/HTML for website management, social media, Adobe Pro.
  • Knowledge or interest in Native American culture and/or language revitalization.

Minimum Qualifications:

  • High school diploma or equivalent, or equivalent learning attained through experience required.
  • Minimum of 3 years of relevant experience required.

Preferred Qualifications:

FLSA:

Non-Exempt

Full Time/Part Time:

Full Time

Number of Hours Worked per Week:

40

Job FTE:

1.0

Work Calendar:

Fiscal

Job Category:

Organizational Administration

Benefits Eligible:

Yes - Full Benefits

Rate of Pay:

$16.60

Compensation Type:

hourly rate

Grade:

4

Career Stream and Level:

OC2

Job Family:

Administrative Support

Job Function:

Organizational Administration

Type of criminal background check required::

Name-based criminal background check (non-security sensitive)

Number of Vacancies:

1

Target Hire Date:

Expected End Date:

Contact Information for Candidates:

Alyce Sadongei
[email protected]

Open Date:

10/29/2020

Open Until Filled:

Yes

Documents Needed to Apply:

Resume and Cover Letter

Special Instructions to Applicant:

Diversity Statement:

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

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