Administrative Associate, Department of History

Administrative Associate, Department of History

The University of Arizona's Department of History invites you to apply for the role of Administrative Associate. In this role, you will provide administrative support to the Department of History within the College of Social and Behavioral Sciences. This includes coordinating undergraduate and graduate student programs, supporting faculty affairs, and performing all other administrative support functions, including making purchases, scheduling events, and space management.

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.

Duties & Responsibilities
- Administrative Support:
Serve as the point of contact and respond to non-routine inquiries from faculty, staff, students, alumni, the public, and external stakeholders utilizing knowledge of department and university policies and procedures. Provide administrative support to the departments and department committees, inclusive of special projects. Coordinate the planning and logistics for department events. Support the day-to-day administrative functions of the units (e.g., department communications, coordinating lecturers, ordering supplies and textbooks, taking meeting notes, and completing mailings).

Coordinate travel for faculty, visiting lecturers, and recruitment candidates. Assist the Program Coordinator with scheduling Summer and out-of-semester teaching as needed. Maintain unit listservs, phone contacts, directories, shared drives, mailboxes, office supplies and equipment, student position postings, etc. Communicate with department, College, and University offices on related department matters.

Faculty Affairs:
Compile and review promotion and tenure and third-year review dossier packets for the departments. Review material to make sure all components are complete, signed, and compliant with applicable requirements. Coordinate and communicate with College Faculty Affairs, review committees, candidates, department head throughout the process. Assist with the annual performance reviews process for faculty and serve as faculty portfolio coordinator. Organize travel and itinerary for visiting faculty candidates and research scholars.

Handle logistical arrangements, advise on appropriate University processes. Coordinate sabbatical, leaves, and reporting for academic program reviews and accreditation processes. Maintain the sabbatical tracking spreadsheet and provide support throughout the process. Process & manage Designated Campus Colleagues (DCCs), visiting scholars, and international scholar and visa issues. Coordinate faculty awards, orientations, and recruitment. Complete, troubleshoot and manage Scholarship Universe processes and coordinate with faculty committees as well as relevant college and campus units.

Work with faculty committees and coordinators to help manage GTA semester evaluations. Assist the Program Coordinator, Director of Graduate Studies (DGS), and Director of Undergraduate Studies (DUS) in managing these activities.

Marketing Support:
Produce and update unit websites, newsletters, promotional materials, and assist with social media. Building/Unit Space Management:
Coordinate day-to-day space matters, moves and renovations, and plan for future space needs. Coordinate building and room access and provide security response for unit space(s). Maintain general office spaces, storage areas, shared office machinery,…