Administrative Support Assistant III (Multiple Positions)(UPDATED)

Note: This recruitment is now also open to external applicants, and seventh position has been added to this recruitment.

The Eller College of Management is looking to hire multiple Administrative Support Assistants.

The Administrative Support Assistant III acts as the primary point of contact for the department, ensuring smooth daily operations, seamless event execution, and the accurate processing of administrative transactions. Functioning as a vital resource, this position coordinates complex academic scheduling, guest travel logistics, and student employee leadership to maintain continuous workflow efficiency.

The ideal candidate brings strong initiative, exceptional multi-tasking skills, and a commitment to high-quality customer service in a dynamic academic environment.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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General Office Support & Reception

• Serve as a primary departmental contact for students, faculty, and visitors by greeting visitors, responding to inquiries, triaging requests, resolving routine matters, and coordinating with broader campus resources to facilitate and track complex requests through to final resolutions.
• Manage day-to-day office logistics, including sorting mail, proactively managing supply inventories, and coordinating routine maintenance requests for office equipment and facilities.
• Maintain department files, directories, and digital archives in compliance with university record retention policies.
• Authors, edits, and finalizes high-quality departmental correspondence, announcements, and administrative materials to ensure professional communication standards.

Transaction Initiation Support

• Manage the initiation and tracking of standard administrative transactions within university enterprise systems, (e.g., purchase orders, supply requisitions) from submission to final approval.
• Initiate and monitor student awards and GA placeholders according to departmental and institutional guidelines.
• Reconcile university purchasing card statement reports, ensuring transactions are properly coded, documented, and matched with appropriate receipts and submit expense reports, following university financial policies and procedures.
• Coordinate and submit transactions to hire students.

Meeting Scheduling & Seminar Logistics

• Manage logistics and day-of, in-person execution for academic seminars, guest speaker series, student engagement initiatives and other departmental events, including venue reservations, catering arrangements, audio-visual setup, and on-site troubleshooting to ensure seamless operations.
• Coordinate complex meeting schedules, committee calendars, and department assemblies for supporting departmental faculty members.
• Prepare and distribute meeting agendas, event flyers, digital announcements, and accurate meeting minutes.

Guest Travel & Lodging Coordination

• Arrange comprehensive travel itineraries, lodging accommodations, and ground transportation for departmental guests, including job candidates, seminar speakers, and visiting scholars.
• Act as the compliance expert for guests, proactively and clearly communicating university travel policies and restrictions prior to travel to prevent reimbursement issues.
• Own the post-travel reimbursement process, verifying and processing guest receipts to ensure rapid, accurate financial closeouts.

Student Employee Supervision & Leadership

• Recruit, interview, and onboard undergraduate student workers.
• Assign, schedule, and review daily tasks for student employees, ensuring adequate coverage of duties.
• Provide day-to-day guidance, training, and support.

Knowledge, Skills, and Abilities (KSAs):

• Knowledge of standard practices for organizing academic logistics, venue bookings, catering, AV arrangements, and guest travel itineraries.
• Skill in active listening, customer-focused communication, and professional writing/editing to interact effectively with students, faculty, visitors, and university partners.
• Skill in prioritizing competing deadlines, managing complex calendars, and executing multi-step administrative processes with high accuracy.
• Ability to independently triage inquiries, resolve routine operational matters, and identify appropriate campus resources for complex requests.
• Ability to manage sensitive information confidentially and adapt efficiently to shifting departmental priorities in a dynamic academic environment.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

• Experience driving processes independently from inception to completion within a fast-paced or academic environment.
  
• Demonstrated experience navigating and applying University of Arizona institutional policies and procedures, specifically within Financials, Employee (including student and graduate assistant/associate employment), and UA Travel systems.
  
• Experience initiating transactions in university enterprise systems, including Concur, Provisioning, UAccess Financials, Student, Employee/Manager Self Service, and Analytics.