Administrative AssociateVirtual

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.

• Welcome & Direct: 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.

• Daily Upkeep:
  Maintain the overall cleanliness, organization, and professional appearance of the suite including the reception area, conference rooms, breakroom, and common areas.

• Facilities Liaison:
  Coordinate with building management, cleaning staff, and external vendors for routine maintenance, repairs, and space updates.

• Inventory Control:
  Monitor, order, and stock office, breakroom, event, and printing supplies to ensure uninterrupted daily operations.

• Mail Handling & Digitization:
  Receive, sort, and distribute all incoming mail, packages, and event deliveries. Process and distribute mail electronically (e.g., scanning and emailing documents to remote or hybrid staff) as required.

• Shipments & Fulfillment:
  Prepare, track, and manage outgoing mail and courier shipments (UPS, Fed Ex, DHL, USPS). This includes organizing the fulfillment and shipping of graduation items, marketing swag, event materials, and other various packages as requested by various departments.

• Transcript Processing:
  Assist the Registrar's Office by securely and accurately processing, verifying, and dispatching academic transcript requests.

• Accounts Receivable Support:
  Securely receive, log, and process incoming checks in alignment with established financial protocols.

• Credential Verification:
  Assist with background investigations by verifying investigator's credentials in a secure and confidential manner.

• Notary Public Services:
  Serve as an official notary public for organization-related documentation (or be willing to obtain certification).

• Remote Team
  
  Collaboration:
  
  Work collaboratively with remote administrative teams to coordinate and provide essential on-site support, ensuring seamless communication and coverage for shared initiatives.

• Building Management Support:
  Partner with the building manager to coordinate facility access, routine maintenance, and emergency response protocols.

• Emergency Response:
  Respond to emergency situations in a prompt manner, including after-hours and on the weekends as needed.

• After-Hours Operations:
  Support any after-hours and weekend building needs and activities as required to ensure smooth operations.

• Policy Compliance:
  Perform all assignments and duties in accordance with the university's approved procedures, policies, and guidelines.

• Safety Adherence:
  Maintain absolute adherence to industry safety standards and the requirements of the University of Arizona and other regulatory agencies at all times.

• Other Duties:
  Perform other duties as assigned to support the evolving needs of the department and university.

• Communication:
  Exceptional interpersonal, written, and verbal communication skills; a service-oriented mindset.

• Discretion:
  Proven ability to handle sensitive financial, academic, and personal data with strict confidentiality.

• Tech Savviness:
  Proficiency with Microsoft Office Suite (Word, Excel), Google Workspace (Drive, Docs, Sheets), and basic familiarity with presentation/AV equipment.

• Strong multitasking skills, event troubleshooting, and problem-solving abilities in a dynamic environment.

• High attention to detail skills, particularly regarding shipping fulfillment, data entry, and financial logs.

• High school diploma or high school diploma equivalency is required.

• Minimum of 3 years of relevant experience, or equivalent combination of education and…