Administrative Assistant - Spanish & Portuguese

The Department of Spanish and Portuguese in the College of Humanities seeks self-motivated and highly qualified applicants for the position of Administrative Assistant. A successful candidate will join a vibrant team providing administrative and operational support to the faculty and students of the department.

This position requires exceptional attention to detail, ability to prioritize, and work effectively within the team and with central administrative units in the university. The candidate will be punctual, enthusiastic, collaborative, adaptable, proficient in a variety of computer software programs, and have exceptional writing and communication skills.

This position is full-time, in-person and will report directly to the Department of Spanish and Portuguese Senior Business Manager.

Alumni Jacquelynn and Bennett Dorrance have made a gift commitment of $5.4 million to endow the deanship of the University of Arizona College of Humanities to bring the humanities to the forefront of the University of Arizona's life and mission through a continuous and fearless spirit of open inquiry: https://humanities.arizona.edu/about/fearless-inquiries-project.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA 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 click here.

• Oversee
  the department front desk. Open and close the main office and ensure
  daily office operation is efficient and in compliance with department
  policies and procedures.
• Update and
  maintain the department social media
  accounts including creating and scheduling posts and tracking engagement
  analytics.
• Answer and respond to
  incoming calls and emails and direct to appropriate faculty or
  personnel. Greet and direct visitors to the appropriate personnel with
  professional and effective customer service.
• Open, review, and
  distribute incoming mail; answer inquiries and compose correspondence on
  own initiative on general matters.
• Create and maintain
  multiple distribution lists.
• Data collection, entry, and
  management, as needed.
• Monitor office supplies
  inventory and initiate requests to restock.
• Provide calendar support by
  scheduling appointments, meetings, compiling and distributing meeting
  agendas, arranging meeting rooms, and sending out date reminders.
• Assist department faculty
  and staff with financial related tasks, including PCard purchases,
  travel arrangements, reimbursements, book orders, key requests, etc.
• Assist the Department Head
  with correspondence that supports department development efforts, taking
  meeting minutes, coordinating visits and itineraries, managing calendar
  and qualtrics surveys.
• Assist with department
  event planning, including catering arrangements, venue reservations, and
  working with the College of Humanities (COH) Marketing & Alumni Relations on print materials
  & fliers to advertise events.
• Record and track account
  expenditures using excel.
• Submit requests to
  facilities management and surplus property.
• Request rooms for courses
  and events.
• Administrative tasks (e.g.
  copying and scanning).
• Performs other related
  tasks as assigned.

Knowledge,
Skills, and Abilities:

• Knowledge of standard
  office practices and procedures.
• Excellent verbal and
  written communication skills.
• Ability to multitask and
  respond quickly and positively to shifting demands.
• Able and willing to quickly
  learn new software applications.
• Able and willing to deliver
  or pick up correspondence or materials from various offices and
  departments across campus.
• Excellent customer service.
• Ability to handle
  confidential information with discretion.
• Ability to complete
  assignments and meet deadlines with a high degree of accuracy, quality,
  and attention to detail.
• Ability to work
  independently and collaboratively as a team player, utilizing
  appropriate resources to problem solve and excel in all areas.
• Basic math skills.
• Strong organizational
  skills.

• High school diploma or
  equivalent, or equivalent learning attained through experience required.
• Minimum of 3 years of
  relevant experience required.

• Bachelor's degree, associate's degree, or vocational training in office administration and business.
• Experience working in an academic setting with faculty, staff, and students.
• Experience with UA systems including UAccess Financials, UAcess Student, UAccess Analytics, and other University software.
• Experience working in a customer service-oriented environment.
• Interest in or experience working with multi-cultural faculty, staff, and/or students.
• Experience with the following software such as Google Drive, Qualtrics Surveys, Box, Zoom, Adobe Acrobat, Microsoft Office (excel, word).
• Experience updating and creating documents such as pamphlets, fliers, and handouts.

• Please upload required documents for full consideration (please do not type directly into the application system).


• Resume - with contact information for 3 professional references.
• NO REFERENCES WILL BE CONTACTED WITHOUT YOUR PERMISSION
• Cover letter