Administrative Specialist | Corporate Office | Part-Time

The Administrative Specialist serves as the welcoming face and operational hub of the office, ensuring a positive experience for visitors and callers while maintaining a seamless work environment. This role balances frontline reception duties with behind-the-scenes support-managing office inventory, mail, vendor communications, and administrative tasks-to keep daily operations running smoothly. The ideal candidate is a proactive problem-solver who anticipates needs, collaborates across teams, and takes pride in creating an organized, professional workplace.

Pima Medical Institute is hiring an Administrative Ace and Customer Service Champion!

Join a team where your expertise makes a difference!

Are you a highly organized Administrative Ace with a passion for delivering exceptional customer service? We are looking for a proactive professional to join our team as an Administrative Specialist. In this role, you won't just manage tasks-you will be the heartbeat of our office, ensuring everything runs smoothly while providing a welcoming experience for every person who walks through our doors.

Why You'll Love Working With Us:

We value work-life balance and the well-being of our team. This is a 35-hour per week position that offers the stability of a full-time career with the flexibility you need. Beyond a competitive salary, you will be eligible for our comprehensive benefits package.

Hiring Range: $17.84 to $21.40

Location:

Corporate Office in Tucson (Broadway/Swan)

Schedule:

7 am to 2:30 pm | Monday
-Friday

Part-Time: 35 hours per week "Hello, work-life balance!"

ESSENTIAL FUNCTIONS:

* Welcomes visitors with a friendly and professional demeanor, assisting them upon arrival and directing them to the appropriate person or location.

* Provides professional frontline service by answering incoming calls, determining the caller's needs, and routing them to the appropriate staff member promptly.

* Maintains conference room readiness to ensure a professional setting for internal and external meetings; coordinates catering and lunch orders as requested by staff or leadership.

* Collaborates with internal teams to address office needs and ensure operational issues are identified and resolved promptly.

* Monitors and orders office supply inventory, tracking stock levels and proactively identifying replenishment needs to ensure uninterrupted operations.

* Monitor and track printer cartridge usage, including logging replacements and maintaining adequate supply levels.

* Maintains an organized inventory of promotional materials, receives incoming product shipments, and prepares items for distribution or shipping upon request.

* Manages the receipt and distribution of all incoming mail and deliveries; prepares and processes outgoing mail and Fed Ex shipments.

* Provides general administrative support, including filing, data entry, scanning, scheduling, spreadsheet maintenance, and document preparation.

* Reviews and reconciles expense reports, ensuring accuracy and compliance with company policies.

* Provides administrative and operational support to the Executive Administrative Coordinator on special projects and company events.

* Performs other related duties as assigned.

MINIMUM REQUIREMENTS:

* High school diploma or equivalent required.

* A minimum of three (3) years of experience in an administrative, reception, or office support role.

* Experience managing office supplies, inventory, or vendor communications.

* Proficient with Google Workplace, Microsoft Office, and other computer applications.

* Any equivalent combination of training, education, or experience that meets the minimum qualifications.

Compensation and Benefits That Empower You!

We value our team members and are proud to offer a competitive hiring range along with a robust suite of benefits designed to support your well-being, financial security, and professional growth.

Comprehensive Health Coverage:
Choose from Medical PPO or two HDHP plans with HSA options, plus Dental and Vision plans.

Secure Your Future:
Take advantage of our 401(k) plan and Employee Stock Ownership Plan (ESOP).

Income Protection:
Enjoy peace of mind with Short- and Long-term Disability coverage and Basic Life Insurance.

Flexible Spending Options:
Access both Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA) for greater financial flexibility.

Support for You and Your Family:
Benefit from our Employee Assistance Program (EAP) to address life's challenges.

Time to Recharge:
Receive Paid Time Off (PTO) and Holiday Pay to balance work and life.

Invest in Your Future:
Unlock opportunities with Tuition Reimbursement and a commitment to your professional development.

Wellness Matters:
Participate in our Health & Wellness Program to nurture your physical and mental health.