The University of Arizona Looking for Executive Assistant (Phoenix, AZ) Full Time

Posting Number: req18406

Department: Planning & Operations Phoenix

Location: Greater Phoenix Area

Address: Phoenix, AZ USA

Position Highlights

The Phoenix Biomedical Campus Facilities & Planning department invites applicants for an Executive Assistant supporting the Assistant Vice President of Campus Operations. This position will provide support to manage the general administrative functions of the office, including preparing documents, coordinating calendars and events, and organizing and maintaining information. The successful candidate will exercise initiative, resourcefulness, and good judgment in an environment that is high energy and fast-paced. Proficiency and comfort in multi-tasking, strong customer service, and excellent oral and written communication skills are critical for success in this role.

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

• Coordinate and collaborate on special projects.
• Perform a variety of specialized administrative or technical responsibilities to support the operations of the department.
• Collect, analyze, and maintain budget, project, program, or operational data and prepare reports.
• Maintain calendars, make travel arrangements, prepare correspondence, documents and presentations, meeting minutes, and other administrative duties.
• Act as liaison between Phoenix and Tucson campuses within Business Affairs and University Departments such as RII, Shared Svcs, and others.
• Liaison with other University groups in Maricopa County and with external groups, including Northern Arizona University, Arizona State University, City of Phoenix, ABOR Executive Director, and others.
• Handle confidential matters–legal, personnel, and other business affairs. Interpret and monitor information regarding established policies and procedures.
• With staff, develops and distributes monthly updates for website and other distribution.
• Write communications and develop presentations for executive.
• Oversee staff working with shared services and ensure information flow between areas.
• Review shared documents for timeliness and accuracy.
• Oversee and direct administrative process for AVP.
• Gather, compile, verify, analyze, and prepare information for department and executive use for various projects.
• Monitor and approve program expenditures.
• Ensure completion of service billing.
• Monitor actions taken relating to MOUs, leases, and other agreements for timeliness and accuracy.
• Other duties as assigned.

Knowledge, Skills, & Abilities:

• Proven ability to exercise discretion in working with highly confidential and sensitive matters.
• Strong organizational, analytical, and problem-solving abilities.
• Excellent communication skills and ability to work with a wide range of people at all levels of the organization.
• Advanced skills utilizing Microsoft Office Suite (Word, Excel, Teams, PowerPoint, etc).

Minimum Qualifications

• Bachelor’s degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Bachelor’s degree in a related field.
• Three years of direct experience as an executive assistant.

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: $28.56 – $35.70

Compensation Type: hourly rate

Grade

8

Career Stream and Level

PC2

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

Contact Information for Candidates

[email protected]

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

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 a 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.