Administrative Support Assistant III

Administrative Support Assistant III

Posting Number - req
27160

Location
- County Extensions and Farms

Address
- Tucson, AZ USA

Position Highlights
- The Administrative Support Assistant III provides high-level administrative, operational, and programmatic support to the Tucson Village Farm (TVF) faculty lead and team. This position coordinates schedules, meetings, events, reporting, communications, donor stewardship activities, and administrative processes that support the successful delivery of educational programs and community engagement initiatives. The incumbent works independently, manages multiple priorities in a fast-paced environment, exercises sound judgment, and collaborates effectively with University personnel, community partners, donors, volunteers, youth participants, and the public.

The Tucson Village Farm provides whole-health, seed-to-table education focused on gardening, cooking, nutrition, and physical activity. Working alongside community members, organizations, and government partners throughout Pima County, the program advances health equity by promoting food security, increasing access to healthy foods, encouraging physical activity, and fostering community connection through engagement, mindfulness, and storytelling.

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, please visit the provided link.

Duties & Responsibilities
- Faculty & Administrative Support:
Manage and coordinate the faculty lead's schedule, including internal and external meetings, events, presentations, partner meetings, and community commitments. Schedule meetings, prepare agendas and materials, take notes when appropriate, and track follow-up items. Help prioritize competing requests, deadlines, and organizational needs. Coordinate communication and logistics among TVF staff, University departments, community partners, advisory board members, donors, and other stakeholders. Maintain organized records, calendars, contact lists, documents, and administrative systems.

Anticipate upcoming deadlines and needs and ensure appropriate follow-up occurs.

Event & Registration Coordination:
Create, manage, and maintain TVF events and registrations within Trellis and other approved University systems. Coordinate event logistics, including registration, participant communication, schedules, facilities, supplies, staffing, and follow-up. Support a wide variety of TVF programs and events, including educational programs, community events, donor events, workshops, trainings, meetings, and special initiatives. Maintain event calendars and ensure information is accurate, timely, and communicated effectively.

Assist with event evaluation and post-event reporting.

Donor & Community Relations:
Coordinate donor and stakeholder meetings, tours, special events, and cultivation opportunities. Prepare meeting materials, background information, presentations, impact stories, and follow-up correspondence. Maintain accurate donor, partner, and stakeholder records. Assist with donor stewardship, including thank-you communications and regular updates about TVF programs and impact. Help plan and execute donor events, farm tours, advisory meetings, and other relationship-building opportunities. Represent Tucson Village Farm professionally and warmly when interacting with community members, partners, and supporters.

Program & Project Coordination:
Assist the faculty lead with coordinating special projects, partnerships, grants, and new initiatives. Develop timelines, track deliverables, communicate with project partners, and ensure deadlines are met. Coordinate across TVF's various program areas to improve communication and organizational efficiency. Help develop systems and procedures that make day-to-day operations more efficient. Identify administrative challenges and proactively develop solutions. Provide additional programmatic and administrative support as priorities and opportunities emerge.

Knowledge, Skills, and Abilities:
Exceptional organizational and time-management skills. Strong attention to detail and ability to manage numerous projects and…