req4490

James C Wyant Coll Optical Sci

https://www.optics.arizona.edu/

Main Campus

1630 E University Blvd, Tucson, AZ 85721 USA

Note: This recruitment is now for two positions.

The University of Arizona, College of Optical Sciences is seeking applicants for an Administrative Support Assistant III position to serve as an administrative liaison for academia, research, and service, supporting a large group of full-time academic and research professors, and administrative units. The successful candidate will be proficient with Microsoft Office Suite, UAccess Financial, Zoom, Doodle Poll, and database management systems. The successful candidate will be responsible for administrative and office operations, administrative research activity, basic accounting/budgeting, purchase order and shipment activity, travel coordination, calendaring and event planning. The successful candidate will demonstrate strong organizational skills and excellent verbal and written communication and have ability to perform and thrive in a fast-paced and multi-tasked environment. We are seeking candidates with initiative, resourcefulness, sound judgment, and ability to distinguish priorities and work independently or in a group with minimal supervision.

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.

• Administrative support to numerous full-time academic professors (tenure/tenure eligible), their research teams, emeritus faculty, and administrators. Update daily classroom assignment/homework on website and UA D2L; distribute, collect and data enter homework assignments and other misc. reports/spreadsheets. Assist with typing and coordination of manuscripts, formatting of grant proposals and submitting quarterly technical reports, budgets, book chapters, abstracts and journal submissions; type from draft form text and optical equations for class notes, publications.
• Process UA/UAF financial transactions: p-card, purchase requisitions, disbursement vouchers, and several other online forms. Handles packing and shipping activity, resolves problematic shipping/receiving orders (FedEx, UPS, Amazon, etc.)
  Liaise with College Business Office to submit all necessary financial documents to include pcard forms, requisitions, DVs, Internal Billing.
• Coordinates travel activity and completes necessary online transactions for faculty, research staff, graduate students and administrators (travel authorizations, travel advance, reimbursement reports)
• OSC College Colloquium Lecture Series: Admin Team participates in rotation cycle in a coordinative role for 2-4 semesters supporting Chair in managing the administrative functions of the program (extend speaker invitation letters, abstract announcements, lodging & travel arrangements, lecturer itinerary, travel expense reimbursement, marketing, catering, bookkeeping)
• Event planning and coordination of in-house, in-state and out of state functions (workshops, retreats, special presentations) to include, but not limited to arranging logistics, contract arrangements with hotel/university, conference/banquet rooms, catering, manning and setup of registration desk, coordination of speaker presentations, agendas and itineraries, lodging and travel arrangements, create and manage distribution & registration activity and lists, create and circulate announcements and flyers, assembles syllabus/program, pamphlets and other marketing material.

Knowledge, Skills & Abilities:

• Strong organizational skills and excellent verbal and written communication
• File, copy, scan, fax, mass mail merges and mail distribution
  
• Proficient with Microsoft Office Suite, Zoom, Doodle Poll
  
• Ability to compose general correspondence

• High school diploma or equivalent
• Minimum of 5 years of relevant experience required

• Associate's or Bachelor's degree
• Experience with UA Vitae database management
• Experience with basic accounting/budgeting procedures
• Experience with UAccess Financial/Analytics, WordPress/Drupal, D2L
• Some management/supervisory experience
• Experience with UA administrative office procedures and policies

Non-Exempt

Full Time

40

1.0

Fiscal

Organizational Administration

Yes - Full Benefits

DOE

hourly rate

5

OC3

Administrative Support

Organizational Administration

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

2

Lacey Singh
lsingh@optics.arizona.edu

3/3/2021

Yes

Resume and Cover Letter

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 and a Native American/Alaska Native-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.