Job Opportunities in United States
September 16, 2024
University of Arizona
Tucson
FULL TIME
Administrative Support Assistant III (Pharmacy Administration)
Posting Number
req20596
Department
Pharmacology and Toxicology
Department Website Link
https://www.pharmacy.arizona.edu/
Location
University of Arizona Health Sciences
Address
1295 N. Martin Ave, Tucson, AZ 85721 USA
Position Highlights
The R. Ken Coit College of Pharmacy is inviting qualified applicants to apply for the position of Administrative Support Assistant III. Reporting to the Special Assistant to the Dean, this position will perform duties critical to the success of the Dean's office and the College including event planning and management and various administrative duties. This position serves an essential role in the daily operations of the Dean's office in the College of Pharmacy and will serve as a backup to the Special Assistant to the Dean. The incumbent should be results-oriented, able to skillfully create and maintain positive professional relationships, and possess strong customer service skills, the ability to multi-task, and the discernment to distinguish priorities. Some weekend or evening hours will be required.
This position requires a high degree of professionalism, discretion, and organization; accuracy and attention to detail; use of good judgment; excellent communication and interpersonal skills; an ability to set priorities and handle multiple projects; and a high degree of computer proficiency. Incumbents work independently under general direction, keep official records, and interpret guidelines, procedures, policies, and practices. Incumbents will have contact with high-level constituents requiring the use of business vocabulary, tact, discretion, and judgment.
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; retirement plans; access to UA recreation and cultural activities; and more!
The University of Arizona has been recognized for our innovative work-life programs.
This position requires a high degree of professionalism, discretion, and organization; accuracy and attention to detail; use of good judgment; excellent communication and interpersonal skills; an ability to set priorities and handle multiple projects; and a high degree of computer proficiency. Incumbents work independently under general direction, keep official records, and interpret guidelines, procedures, policies, and practices. Incumbents will have contact with high-level constituents requiring the use of business vocabulary, tact, discretion, and judgment.
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; retirement plans; access to UA recreation and cultural activities; and more!
The University of Arizona has been recognized for our innovative work-life programs.
Duties & Responsibilities
Under the direction of the Special Assistant to the Dean, support the Dean's office with various complex duties and event planning including:
- Assist the Special Assistant to the Dean and the Director of Development with yearly events and activities including but not limited to Homecoming, ACDD Symposium, and National Advisory Board meetings to ensure they meet the goals of the College and are within budget parameters.
- Oversee logistics of events, including room reservations, technical support, catering/F&B, parking arrangements, creating & sending event invitations, managing RSVP & registration, coordinating with the communications team for publicity, and post-event follow-up.
- Create correspondence to key stakeholders for different events, schedule meetings with events committees, keep track of event planning meetings and deadlines/goals, and prepare materials for the events as needed.
- Oversee internal communications to facilitate stakeholder engagement and donor stewardship for the College of Pharmacy.
- With minimal supervision, coordinate the annual Giving Day activity.
- May coordinate and support volunteers who work on events, projects, and programs.
- Collect event and engagement data and prepare reports for COP senior leadership.
- Assist with College and University award programs.
- Support Alumni Council related activities.
- Process various financial transactions including paying vendors and processing disbursements, submitting appropriate statements and documentation for UA, UA Foundation, and FSO compliance. Assist staff with purchases or financial processing as needed. Reconcile department credit cards (Pcard) in a timely manner.
- Monitor and approve travel arrangements and reimbursement, including but not limited to assisting with hotel reservations and booking flights, processing conference registrations, and processing travel authorizations and travel expense reports.
- Serve as the first point of contact for the Dean's Office, greeting visitors and answering telephones, directing inquiries to the appropriate party. Oversee and coordinate mail deliveries and package receiving/shipping.
- Create and maintain departmental files, databases and reports, ensuring secure handling of sensitive and confidential information. Organize, photocopy, and maintain physical and digital files.
- Coordinate office supply inventory, including ordering and restocking. Ensure all office equipment functions properly and arrange for repairs or replacements as needed.
- Perform various office tasks such as scanning and making paper copies, faxing materials, filing, etc.
- Other administrative and clerical support activities, as required.
- Excellent written and verbal communication skills.
- Proficient in MS Office (Outlook, Word, Excel, Power Point) and Adobe Acrobat.
- Knowledge of standard office policies and procedures.
- Skill in developing and maintaining good working relationships.
- Skill in English composition, grammar, spelling and punctuation.
- Ability to problem solve and make decisions.
- Skills in event management.
- Knowledge of UA policies & procedures.
Minimum Qualifications
- High school diploma or equivalent, or equivalent learning attained through experience required.
- Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.
Preferred Qualifications
- Experience in UAccess Financials.
- Experience in Qualtrics and UA Trellis.
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
$20.33 - $25.41
Compensation Type
hourly rate
Grade
5
Compensation Guidance
The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.
The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.
The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.
Grade Range Minimum
$20.33
Grade Range Midpoint
$25.41
Grade Range Maximum
$30.49
Career Stream and Level
OC3
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
Annisa Westcott | annisa@arizona.edu
Open Date
9/16/2024
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 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 Ameri Corps, 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.
Notice of Availability of the Annual Security and Fire Safety Report
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.
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