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Company Name : University of Arizona
Location : Tucson, AZ 85719
Position : Coordinator, Administrative Affairs
Job Description : COORDINATOR, ADMINISTRATIVE AFFAIRS
Posting Number req9194
Department Senior VP Health Sciences
Department Website Link
Location University of Arizona Health Sciences
Address 1670 East Drachman Street, Tucson, AZ 85721 USA
Position Highlights The Coordinator for Administrative Affairs has primary responsibility for providing administrative, programmatic and executive support for the Associate VP UAHS, International Medical Degree Program and for additional UAHS programs as directed by the UAHS Sr. Administrative team. The position requires a demonstrated ability to work independently and professionally with minimal supervision. The incumbent analyzes and responds to administrative matters within established parameters, interacts and maintains a liaison relationship to facilitate unit objectives and provides problem-solving assistance.
Applicants for this position will be experienced, results-oriented service professionals who can skillfully create and maintain positive professional relationships. Qualified applicants will be effective at working closely with executives to initiate, build, and sustain relationships that provide significant value to the Health Sciences.
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
Manage/coordinate complex projects and provide high-level support to the executive.
Carefully facilitate and coordinate requests of the executive’s time – oversee their calendars/schedules.
Coordinate complex scheduling to accommodate large events.
Ensure the timely and accurate flow of information of all types (correspondence, forums, speeches, conferences, retreats, etc.).
Coordinate correspondence tracking, research, retrieval and dissemination to the Executive and team.
Assist in the day-to-day management of events/activities/initiatives/requested services related to advancing the Program and recruitment/onboarding of faculty and staff.
Orient new faculty and staff by providing them with an overview of the Program environment and the information necessary to begin their new role ensuring a smooth transition and a welcoming experience.
Participate in staff meetings, training and professional development activities and other events as required.
Coordinate events/activities/initiatives/requested services on behalf of the Director working with leadership, departmental contacts and support staff as necessary.
Plan the logistics for Program events/activities/initiatives/requested services including but not limited to schedules, space reservations, food service, audio-visual, technical, and other needs as requested; assists with set-up, event coordination and clean-up; facilitates operations and responds to emergencies or problems; ensures all aspects of events are implemented and controlled according to plans.
Communicate events/activities/initiatives/requested services information to participants in a warm, welcoming and professional manner regarding meetings and events, R.S.V.P.s and reimbursement mechanisms.
Follow-up with VIPs to ensure all needs are met in an expeditious and welcoming atmosphere; maintains contact with VIPs/executives/guests via telephone, email and written correspondence.
Represent the Program in public relations/liaison capacity on matters relating to events and other Program venues.
Coordinate all travel arrangements for the executive team while working to ensure best practices are followed for timely reimbursements.
Assist with business transactions through the UAccess systems, including but not limited to, time and labor process, procurement of supplies and PCard purchases.
Willingness to work weekend and evening hours, when necessary.
Need to be able to lift 30 pounds.
Other duties as assigned.
Knowledge, Skills, and Abilities:
Excellent people skills.
Ability to work independently in a team environment.
Attention to detail.
Excellent computer skills in Microsoft Office Suite, Word, Excel, PowerPoint, Outlook.
Ability to appropriately deal with highly sensitive and confidential information.
Scheduling/calendaring.
Willingness to work weekend and evening hours when necessary
Minimum Qualifications
Minimum of 3 years of relevant work experience is required.
Bachelor’s degree or equivalent advanced learning attained through professional level experience required.
Preferred QualificationsFive years of directly related experience.
Progressively responsible administrative/coordination experience.
Public relations and positive resolution of issues.
Basic IT troubleshooting experience.
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 $23.45 – $31.73
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
Target Hire Date
Expected End Date
Contact Information for Candidates Melissa Colchado | mcolchado@email.arizona.edu | 520-626-8805
Open Date 3/17/2022
Open Until Filled Yes
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, 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.
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