Administrative Associate

The Administrative Associate provides day‑to‑day administrative and operational support to help keep our office space running smoothly and efficiently. In this role, you will serve as the "face" of Online Initiatives at the University of Arizona, acting as a welcoming and helpful first point of contact for visitors, students, staff, and faculty. This position requires someone who enjoys wearing multiple hats, balancing duties as a receptionist with coordinating facility upkeep, assisting with events, and handling routine administrative tasks like mail distribution, basic financial tracking, and transcript processing to support the broader university community.

This is an on‑site position at the University of Arizona Tucson campus, requiring regular presence at the front desk and physical oversight of the office environment. Visa sponsorship is not available for this position.

• Front Desk, Guest Relations & Event Support:
  Serve as a point of contact, warmly greeting and assisting guests, students, staff, and faculty visiting the space.
• On‑Site Meeting & Event Support:
  Assist with the coordination, setup, and tear down of on‑site meetings, workshops, and department events. This includes managing room reservations, coordinating catering deliveries, configuring tech/AV setups, and ensuring spaces are reset post‑event.
• Inquiry Management:
  Respond to phone calls, emails, and in‑person inquiries with professionalism and accurate information.
• Office Management & Facilities Coordination:
  Daily upkeep of overall cleanliness and organization; coordinate with building management, cleaning staff, and vendors for maintenance; monitor, order, and stock supplies; manage mail handling and digitization; manage shipments & fulfillment; handle transcript processing; handle accounts receivable; verify credentials; provide notary public services; support remote teams; handle emergency response; after‑hours operations; maintain compliance and safety standards; perform other duties as assigned.

• Exceptional interpersonal, written, and verbal communication skills; service‑oriented mindset.
• Discretion and ability to handle sensitive data with strict confidentiality.
• Tech savviness: proficiency with Microsoft Office, Google Workspace, and basic AV equipment.
• Strong multitasking, event troubleshooting, problem‑solving skills in a dynamic environment.
• High attention to detail, especially in shipping fulfillment, data entry, and financial logs.

• High school diploma or equivalency.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.
• Ability to occasionally lift, move, and arrange packages or event furniture up to 25 lbs.
• Availability for flexible hours, including emergency response and event coverage in evenings and weekends.

• 2+ years of experience in office administration, operations, or a receptionist role; experience assisting with event logistics or working in higher education is a plus.
• Current commission as a Notary Public, or ability and willingness to become commissioned within 2 months of hire.

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!

Rate of Pay: $18.15–$22.69 per hour
Compensation Type:
Salary at 1.0 full‑time equivalence (FTE)
Grade: 4

Questions or more information? Contact Talent.