Administrative Support Assistant, Communications; UPDATED

Administrative Support Assistant, Communications

Posting Number - req
27322

Location
- Tucson Campus

Position Highlights
- The Administrative Support Assistant supports day-to-day operations of the Office of the President's communications teams by gathering information for engagements, managing the team's shared project and task management system, and serving as a reliable point of contact for campus partners. This role ensures the team stays on track through careful follow-up and attention to detail, particularly when shifting priorities require the broader team to redirect their focus.

This role requires strong organizational skills and professional poise, as well as the ability to independently follow up with internal and external collaborators for timely and accurate information. This position also contributes light writing and editing support to help ensure accuracy and quality in team-facing materials. 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.

Duties & Responsibilities
- Administrative Coordination & Team Support:
Provide administrative and coordination support for the Office of the President communications team. Coordinate with campus partners and stakeholders to request information, confirm details, and follow up on outstanding items. Prepare and finalize routine correspondence and materials, including proofreading, formatting, printing, scanning, and distribution. Maintain organized records, contact lists, files, and other administrative information. Support communications using established systems and tools, including Trellis, Marketing Cloud, Docu Ware, and other team platforms.

Message & Request Coordination:
Monitor the team's shared communications platforms and incoming requests. Route messages and requests to the appropriate team member, flagging time-sensitive or high-priority items. Maintain organized records of incoming requests and follow up on outstanding items. Respond to routine inquiries or escalate questions based on established practices. Help ensure requests are tracked and addressed during high-volume periods.

Project, Task & Deadline Tracking:
Maintain and update the team's shared project and task management platform, including assignments, deadlines, and status updates. Track upcoming deadlines and outstanding or incomplete items and notify the appropriate team member when follow-up or attention is needed. Make routine updates to workflows and system processes based on team direction and administrative needs.

Information & Briefing Support:
Gather, compile, organize, and format information provided by campus partners and other contributors to support briefing materials for presidential engagements and other team needs. Follow up with contributors to obtain outstanding or corrected information and help ensure requested materials are received by established deadlines. Draft or format limited briefing language from information provided by others, as needed, for review and revision by the communications team.

Proofread materials for accuracy, consistency, and completeness. Maintain briefing materials and supporting documentation.

Knowledge, Skills, and Abilities:
Demonstrated attention to detail and commitment to accuracy. Strong organizational and project coordination abilities. Excellent interpersonal and written communication skills. Ability to maintain confidentiality and exercise professionalism in handling sensitive information. Ability to collaborate effectively with stakeholders and cross-functional teams. Ability to adapt to changing priorities in a fast-paced environment. Light copy editing or proofreading ability. Familiarity with higher education, public sector, or executive office environments.

Familiarity with Office 365 products, especially Word, Outlook, and PowerPoint.

Minimum Qualifications
- High school diploma or high school diploma equivalency is required. Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications
- Bachelor's degree is preferred. Professional experience supporting communications,…