Executive Associate, Vice Provost and Special Projects Coordinator

University of Arizona
Tucson, AZ
Closing date
Oct 15, 2021

Job Details

Posting Number:



Arizona Online

Department Website Link:


Main Campus


Tucson, AZ USA

Position Highlights:

The Executive Associate and Special Project Coordinator provides high-level administrative support to the Vice Provost for Online, Distance and Continuing Education (ODCE). This role works both independently and collaboratively in a fast-paced, diverse, and team-oriented environment while regularly demonstrating initiative and informed judgment. The Executive Associate and Special Projects Coordinator consistently interacts with a wide variety of senior-level constituents across the division, University, and regional/national community thus requiring considerable use of professional acumen, discretion, and tact.

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 relocations services, please click here.

Duties & Responsibilities:

  • Anticipates the needs of the VP
  • Practices confidentiality at the highest level
  • Coordinates and maintains the SVP’s complex calendar using sound judgment in determining priorities
  • Receives and screens VP’s communications (verbal and written) determining priority level, need for VP’s personal attention, and drafting or initiating responses where possible
  • Oversees organization and coordination of VP’s: Meetings (scheduling, location, food, supporting materials) Pre- and post-travel arrangements, itineraries, and modifications Local project and personnel files (retains, updates, and archives as appropriate)
  • Coordinates special projects (i.e., task forces/working groups, consultant visits, search committees) for the VP.
  • Participates in select meetings as designated by VP by taking notes, preparing and disseminating minutes, agendas, correspondence, and supporting documentation
  • Works closely with ODCE units to establish and maintain a collaborative relationships to ensure ease of communications and operations between areas
  • Acts as liaison on behalf of the VP with academic colleges, units, and other campus constituent areas; members of the community; and special off-campus partners
  • Represents the spirit and values of the University of Arizona to all UA administrators, prospective and current students, parents, faculty, and staff as well as the external community
  • Coordinates and disseminates regular staff communications through a variety of formats (emails, ODCE newsletters, staff meetings, Zoom sessions, etc.) to ensure accurate, timely, and transparent flow of information between all members of the division.

Knowledge, Skills and Abilities:

  • Extensive experience and high-level proficiency with Microsoft Office suite (including Word, Excel, PowerPoint, and Outlook), scheduling systems, and web-based research
  • Experience with Windows and Mac operating systems
  • Personal initiative and drive, flexible, enthusiastic, and innovative spirit
  • Ability to look at challenges from a unique perspective and anticipate the needs of the VP
  • Ability to work evenings and weekends as needed
  • Proven ability to writing and editing
  • Work in a fast-paced, multi-tasking environment; prioritize tasks and responsibilities; respond positively to unanticipated changes; troubleshoot and solve problems; make sound decisions; and meet deadlines
  • Initiate and follow through on assignments independently with attention to detail
  • Work autonomously with minimal supervision and also to contribute effectively to a team environment
  • Exercise discretion in working with highly confidential and sensitive matters and when referring or resolving problems or complaints
  • Ability to handle potentially difficult, confidential, and sensitive situations
  • Proactive and responsive interpersonal and communications skills, including the ability to establish rapport, gain trust of others, and establish cooperative working relationships with staff, faculty, administrators, students, parents and the public
  • Experience in planning and coordinating activities and programs
  • Excellent organizational and customer service skills
  • Knowledge of administrative principles and practices
  • Knowledge of university organizational structure, supervisory principles and practices
  • Ability to drive University vehicles and/or golf cart

Minimum Qualifications:

  • Bachelor's Degree in related field and 3 years administrative support experience.

Preferred Qualifications:

  • Experience specifically at the University of Arizona and understanding of UA systems, policies and procedures and UAccess (Student Services)



Full Time/Part Time:

Full Time

Number of Hours Worked per Week:


Job FTE:


Work Calendar:


Job Category:

Organizational Administration

Benefits Eligible:

Yes - Full Benefits

Rate of Pay:

$47,000 to $62,000

Compensation Type:

hourly rate



Career Stream and Level:


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:


Target Hire Date:


Expected End Date:

Contact Information for Candidates:

Bonnie Taylor
[email protected]

Open Date:


Open Until Filled:


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 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.


As Arizona’s First University, founded in 1885, the University of Arizona now serves nearly 46,000 students, from undergraduates to doctoral candidates. A public land grant university, we work together to expand human potential, explore new horizons, and enrich life for all.

We constantly strive to be a best-in-class place to learn, research, and work. We educate innovative, adaptive learners and problem solvers who are prepared to lead meaningful lives and improve society in the Fourth Industrial Revolution Economy. Our Strategic Plan details how we intend to drive social, cultural, and economic impact, in Arizona and across the world.

As a Research I university and member of the Association of American Universities, the University of Arizona hosts two medical schools as well as the only veterinary college in Arizona. More than 16,500 faculty, staff, and graduate students produce over $687 million in research annually, ranking us among the top 20 public research universities in the nation.

Transdisciplinary research excellence – the true seamless integration across disciplinary university-community boundaries – is an undergirding philosophy deeply rooted in our history. Notably, our BIO5 Institute brings together scientists from agriculture, medicine, pharmacy, basic science, and engineering to treat disease, feed humanity, and preserve livable environments.

We strive for excellence in all our 200-plus undergraduate majors and 150 graduate programs. Our faculty are renowned for ground-breaking research in astronomy and planetary sciences; climate, environment, and solar energy; cancer and biotechnology; optical sciences; electrical and computer engineering; and management information systems. Research us yourself on our interactive FactBook.

As Arizona public employees, we enjoy comprehensive benefits. Among these are a choice of retirement plans, high-quality medical insurance subsidized at 85% of cost; and dental, vision, short- and long-term disability, and life insurance plans. An unusually generous qualified tuition reduction program is one of the benefits our employees, their spouses or domestic partners, and children value most.

Who We Are

Our core values proclaim who our Wildcat community is and what we stand for:

Integrity: Be honest, respectful, and just.

Compassion: Choose to care.

Exploration: Be insatiably curious.

Adaptation: Stay open-minded and eager for what’s next.

Inclusion: Harness the power of diversity.

Determination: Bear down! (Yes, there’s a story here.)

Where We Are

Our Main and Health Sciences campuses are located near downtown Tucson. In addition, we operate a College of Applied Science & Technology in southeastern Arizona, a Biomedical Campus in Phoenix, a Veterinary College north of Tucson, and extension offices in every Arizona county. Despite a metro population of 1 million people, Tucson retains the feel of a small town where everyone knows one another. Ringed by mountains, blessed with abundant sunshine, and recognized as a bicycle-friendly city, Tucson is ideal for outdoor exploration. The second largest city in Arizona also offers cultural, artistic, and social amenities to feed your insatiable curiosity. Emblematic of the desert Southwest, the Sonoran Desert is a region steeped in Native American and Latina/o culture.

Diversity Profile

Our Commitment to Inclusive Excellence

The University of Arizona sits on the homeland of the Tohono O’odham, the Desert People. In 1775, the Spanish Presidio San Agustín de Tucsón displaced the Native people from the floodplain of the Santa Cruz River. With Mexican Independence in 1821, Tucson became part of the Mexican state of Sonora, and might still be so but for the 1853 Gadsden Purchase.

The University of Arizona takes advantage of our unique location and history through initiatives from cross-border collaborative research in arid lands and water management to workshops for women entrepreneurs in Sonora.

The Native Peoples Technical Assistance Office serves as a liaison between Native nations and the research arm of the university, focused on building capacity and research support for tribal community development.

The university of Arizona is proud to be a federally designated Hispanic Serving Institution and one of 9 US institutions to receive the inaugural Seal of Excelencia for demonstrating positive Latina/o student outcomes. We rank No. 1 for the number of doctoral degrees awarded to Native American students, and No. 9 for the number awarded to Latina/o students.

Student success, particularly educational equity for historically underserved groups, is an institutional priority. We have more than 10,000 First Cats (first-generation college students). The Strategic Alternative Learning Techniques (SALT) Center is nationally recognized for its innovative and successful academic support programs for students with learning and attention challenges.

The University of Arizona has many student cultural clubs and organizations. View the list on the Equity, Inclusion, and Title IX website.

These are some of our cutting-edge centers and programs:

Arizona Hispanic Center of Excellence (AZ-HCOE) works to increase the number of Latina/o physicians, enhance health research serving Latinas/os, and improve the cultural competency of health care services in Latina/o communities.

Binational Migration Institute (BMI) is an association of US and Mexican scholars researching the consequences of immigration enforcement policies on Latina/o communities.

Institute for LGBT Studies develops curriculum, promotes research, and presents public programming addressing the histories, politics, and cultures of lesbian, gay, bisexual and transgender people.

Institute for the Study of Religion and Culture (ISRC) serves as a research and outreach center focused on the role of religion in international politics.

Native American Research and Training Center (NARTC) conducts health-related research and training projects to help improve quality of life for Native Americans.

Native Nations Institute (NNI) conducts policy analysis and research dedicated to building capable Native nations.

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United States

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