Administrative Support Assistant III, Chemistry and Biochemistry

Administrative Support Assistant III, Chemistry and Biochemistry Posting Number req
25937 Department Chemistry & Biochemistry - Sci Department Website Link (Use the "Apply for this Job" box below). Location Tucson Campus Address Tucson, AZ USA Position Highlights

The University of Arizona Department of Chemistry and Biochemistry invites you to apply for the position of Administrative Support Assistant III. This position serves as a key administrative and operational support role within a large, fast-paced department and requires exceptional organizational skills, attention to detail, and the ability to manage a high volume of competing priorities with accuracy and efficiency.

The Administrative Assistant independently coordinates complex seminar programs, invited speaker visits, departmental meetings, and faculty support activities that require extensive scheduling, project coordination, travel logistics, and ongoing communication management. This role regularly supports multiple concurrent visitors, events, and requests simultaneously, requiring strong follow-through, adaptability, and the ability to maintain organization and accuracy in a dynamic environment.

Success in this role requires a high degree of professionalism, discretion, initiative, and organization; use of good judgment; and the ability to set priorities and handle multiple projects with limited supervision. It also requires excellent communication and interpersonal skills, and a high degree of computer proficiency. If you thrive in a fast-paced, collaborative academic environment and enjoy supporting complex administrative operations, we encourage you to apply and become part of our team.

Visa sponsorship is not available for this position

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!

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 .

Duties & Responsibilities

Seminar and Invited Speaker Coordination:

* Independently coordinates departmental seminars and invited speaker visits, including reimbursements, development of detailed visit schedules, dissemination of calendar invitations, preparation and distribution of seminar announcements, website updates, and ongoing project management of multiple concurrent visitors.

* Facilitates complex travel arrangements for faculty, invited speakers, and departmental guests, including airfare, lodging, ground transportation, and conference registrations, in accordance with University of Arizona policies and procedures.

* Ensures timely execution and compliance with university policies and procedures.

Front Office Operations, Department Resources, and Records Administration:

* Provides advanced administrative and operational support to the department, ensuring efficient, effective, and policy-compliant office operations while maintaining a high standard of professionalism and customer service.

* Serves as a primary departmental point of contact for faculty, staff, students, invited speakers, and external constituents.

* Manages front office operations and shared departmental resources, including processing key and conference room requests, coordinating seminar and event announcements, and serving as a primary point of contact for internal and external inquiries.

* Independently screens, routes, and resolves requests to support efficient communication, accurate information distribution, and effective departmental operations.

* Maintains and organizes departmental records and information systems, including files, listservs, office locations, and faculty, staff, and student contact information.

* Drafts, edits, and coordinates departmental communications and materials, including correspondence, announcements, newsletters, and event invitations, for both internal and external audiences.

* Manages daily mail processing and maintains organized, accurate, and up-to-date departmental files and records, including basic project and task tracking to support ongoing initiatives.

* Provides advanced entry-level financial and administrative support, including preparing purchase orders, processing expense and travel reimbursements, performing PCard reconciliations, tracking expenditures, and coordinating with the business office to resolve discrepancies and ensure compliance with university policies.

Department Meeting & Event Planning & Support:

* Independently coordinates a wide range of meetings, appointments, and visits for faculty, invited speakers, departmental guests, and committees. This includes polling participants; scheduling meetings; preparing and distributing invitations, agendas, and materials; reserving rooms; coordinating audio/visual…