Coordinator, Administrative Affairs (UA Internal Only) (UPDATED)
Tucson, AZ 
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Job Description
Position Information

Title Coordinator, Administrative Affairs (UA Internal Only) (UPDATED)
Department Senior VP Health Sciences (6801)
Location University of Arizona Health Sciences
Position Summary

Please note: the Minimum Qualifications have been slightly updated, as a result the review date has been extended to 11/21/2019. The University of Arizona Health Sciences is seeking a highly qualified administrative professional for the role of Coordinator, Administrative Affairs.

The position reports to the Associate Vice President for Communications and provides administrative support to Office of Communications leadership and staff members for a broad and complex set of assignments, ensuring the office is managed in a professional and organized manner.

The position requires ability to work independently and professionally with minimal supervision; analyze and respond to administrative matters within established parameters; maintain liaison relationships within the Office of the Senior Vice President, and across the Health Sciences campus and main campus; and provide problem-solving assistance.

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 .

The University of Arizona is in the process of creating a new classification and compensation architecture. This University Career Architecture Project (UCAP) will revolutionize the way we think about professions and manage compensation at the UA. It is a two year initiative that will replace the current classified staff and appointed professional categories of employment with market-based job functions and families. As an applicant, UCAP will create clearer career paths and opportunities and will help you make more informed pay decisions. To learn more about this project, please visit ucap.arizona.edu.

Duties & Responsibilities
  • Manage and coordinate complex projects and provide high-level support to the Associate Vice President for Communications.
  • Carefully facilitate and coordinate the Associate Vice President’s meetings and travel, overseeing the calendar/schedule.
  • Assist with business transactions through the UAccess systems, including but not limited to time and labor process, procurement of supplies and PCard purchases.
  • Prepare HR job postings and MSS documents related to hiring new employees.
  • Ensure campus messages are sent utilizing an appropriate form or template, and are distributed in a timely fashion to targeted audiences. Coordinate with IT for the creation and management of distribution lists.
  • Assist with the review, editing and proofreading of messages for clarity, grammar and spelling. Monitor and manage requests for internal announcements and coordinate the review and approval process, according to standard operating procedures.
  • Monitor UArizona Health Sciences mailbox and assist with management of incoming messages; maintain UArizona Events Calendar and coordinate posting of events.
  • Manage and monitor office budget; manage accounting and payroll records through UAccess; reconcile office accounts; implement improvements in cost-control practices.
  • Prepare/process check requests, travel expense forms and credit card reports, travel arrangements, recruiting and new hire practices, employee updates, reclassifications and career progressions, etc.
  • Analyze and plan for office needs (capital equipment upgrades and improvements, office supplies and services) within budget limitations.
  • Establish annual schedule for recurring meetings, assist in preparation and distribution of agendas and reserve meeting locations.
  • Plan the logistics for Office of Communications activities including but not limited to space reservations, food service, audio-visual, technical, and other needs as requested; assist with set-up, event coordination and clean-up; facilitate operations and responds to emergencies or problems; ensure all aspects of events are implemented and controlled according to plans.
  • Willingness to work weekend and evening hours when necessary.
  • Other duties as assigned.
Knowledge, Skills, & Abilities
  • Progressively responsible administrative/coordination experience.
  • Ability to appropriately deal with highly sensitive and confidential information.
  • Excellent communication abilities (oral and written), and ability to review, edit and proofread messages.
  • Strong attention to detail.
  • Excellent time management and organizational skills.
Minimum Qualifications
  • Associate's Degree and six years of directly related experience; OR Any equivalent combination of experience, training and/or education.
  • Availability to work weekend and evening hours when necessary.
Preferred Qualifications
  • University of Arizona MSS/HR processing experience.
  • Experience with Mailchimp or other email distribution systems and LexisNexis or similar media monitoring/distribution platform a major plus.)
  • Microsoft Office (Excel, PowerPoint, Word); experience using or ability to learn to use a content management system; experience using or ability to learn media monitoring/distribution platform for research and targeted distribution of news releases, media advisories and other Office of Communications materials.
FLSA Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
Posted Rate of Pay DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)
Posting Detail Information

Posting Number A24278
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees Yes
Contact Information for Candidates

Shelley Rench
srench@email.arizona.edu

Open Date 11/05/2019
Close Date
Open Until Filled Yes
Review Begins On 11/21/2019
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.

Quick Link for Internal Postings

The University of Arizona is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply.

 

Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Hours per Week
40
Salary and Benefits
DOE
Required Experience
Open
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