Administrative Associate (UPDATED)

Please Note: The Position Highlights has been updated to include "The first review date for applications will be November 11, 2024."

The Administrative Associate, reporting to the Assistant Director for Residential Education, performs a variety of administrative and secretarial duties to support Housing Residential Education. This position is required to work independently, using own judgment and initiative. They may be required to make decisions, coordinate work activities, and apply analytical problem-solving techniques to the day-to-day and long-range work of Residential Education. This position may require driving University vehicles and/or golf carts.

Housing & Residential Life (Housing), a self-funded auxiliary housed within Campus Life at the University of Arizona, operates 23 dorms and 1 graduate apartment complex that houses over 7,800 students annually on the University of Arizona Main Campus. More than 80% of on-campus residents are first- year students. Our dorms range in style from historic to modern and range in size from 60 to 1000 residents. While the University does not require students to live on campus, more than 70% of all incoming first-year students choose to live in UA housing to help their transition to university life.

Housing & Residential Life plays a critical role in achieving institutional and divisional goals. We are proud of the supportive environment we provide our students, our vibrant academic partnerships, and our high-quality facilities.

Our Mission: Helping Students Build a Foundation for Success

• Excellence -Excellence is performing at an extraordinary level and exceeding expectations.
• Respect - Respect is treating others courteously and professionally in all situations; valuing and honoring diversity in others; being honest, direct, and courteous in all communications and loyal to all, including those not present.
• Integrity - Integrity is doing the right thing, being honest with oneself and others, being authentic, and being transparent in intent.
• Caring - Caring is being welcoming, kind, compassionate, and willing to help others; showing concern for a person's needs; listening more and talking less.

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 AND RESPONSIBILITIES:

• Provides administrative support to the Residential Education (ResEd) Unit, including specific support to the ResEd Management Team by maintaining calendars, regularly prioritizing and arranging meetings, anticipating and preparing background materials as needed.
• Answers telephone and greets visitors giving information in response to inquiries; delivers oral and written messages to unit members, directing to the appropriate staff or unit when necessary.
• Participates in meetings pertinent to area of responsibility.
• Takes meeting notes as necessary at meetings and retreats and prepares or directs preparation of minutes, notices, agendas, and correspondence with all supporting documentation.
• Creates, edits, and/or reviews Word documents, Excel spreadsheets, PowerPoint presentations, and other materials related to Residential Education.
• Assists with the recruitment and selection of Residential Education staff (professional, graduate and student staff) in ways such as candidate file organization, creating interview materials/schedules, coordinating travel, managing promotional materials regarding the recruitment and selection process.
• Utilizes StarRez software to maintain databases of employees where appropriate.
• Contributes to the onboarding of new staff including ordering staff apparel, business cards and nametags and coordination access to listservs and appropriate meeting.
• Compiles and maintains directory information for Residential Education staff.
• Manages organization, sorting and preparing for the delivery of opening and closing materials for the dorms, which requires coordination with numerous on-campus and off-campus entities.
• Manages ordering of Residential Education staff shirts.
• Contributes to staff recognition initiatives including departing staff recognition.
• Plans and arranges meetings, banquets, retreats, and conferences under general instructions from supervisor; communicates arrangements to appropriate individuals.
• Investigates, evaluates, and resolves typical administrative problems or situations impacting work unit, including reviewing, analyzing, and researching purchase orders, invoices, contracts, and other documents for completeness, accuracy and conformity within established procedures; collects data to maintain such records.
• Maintains stock of and orders office supplies as appropriate.
• Assists with various projects, including but not limited to communicating with students, other campus constituents and Housing & Residential Life Marketing to ensure smooth integration of various projects.
• Serves on departmental committees.
• Provides backup for other departmental support staff, as necessary.
• Assembles and/or compiles data for incorporation into reports, and organizes, establishes, and maintains record-keeping systems for correspondence, documents, materials, or records for the Residential Education unit.
• Assists with various departmental activities during the August move-in process.
• Completes other duties as assigned to meet the needs of the department.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Demonstrated ability to work independently under general direction.
• Demonstrated problem solving and policy interpretation skills.
• Strong organizational skills and demonstrated ability to coordinate multiple diverse tasks simultaneously.
• Ability to work with a wide variety of people.
• Ability to effectively communicate verbally and in writing and provide quality customer service.
• Skill in developing and maintaining good working relationships.
• Skill in English composition, grammar, spelling, punctuation and in basic math
• Skills necessary to respond to internal and external customer needs in a timely, accurate and professional manner.
• Ability to carry materials and supplies (up to 20 lbs.) from one place to another.
• Knowledge of campus resources

SUPPLEMENTAL REQUIREMENTS:

• Housing & Residential Life is a security sensitive department, and this position requires a finger-print criminal background check.
• Motor Vehicle Division check

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Minimum of 5 years of relevant experience required; OR a bachelor's degree in a related field AND one year of related experience OR any equivalent combination of experience, training and/or education.

• Experience with Microsoft Office products including Outlook, Excel, and Word.
• Valid driver's license and ability to drive according to the University Fleet Safety Policy.