Administrative Support Assistant II

The Administrative Assistant provides high-level administrative and logistical support to the Arizona International office, with a focus on office operations, event coordination and team support. This role supports departmental initiatives by ensuring seamless scheduling, communication, and execution of day-to-day operations and special projects.

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!

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Duties and Responsibilities

Administrative Duties Include:

• Serving as front office staff for Arizona International this includes greeting, welcoming and directing visitors.
• Answering main phone line for Arizona International, and taking messages, screening or forwarding phone calls.
• Manage calendars, schedule meetings, and coordinate appointments for leadership.
• Assist in preparing agendas, documents, and communications.
• Maintain digital and physical filing systems in accordance with department policy.
• Process and track purchase requests, reimbursements, and supply orders.
• Sorting and distributing mail and deliveries.
• Coordinating golf cart scheduling and maintenance.

Assisting with or handling various tasks for Vice President for Arizona International and Dean of International Education and administrative team, this includes:

• Scheduling meetings and preparing background information or meeting materials.
• Keeping the VP and Dean on schedule on a daily basis.
• Driving VP and Dean to meetings using golf cart or pulling out and putting away golf cart when VP and Dean uses for meetings.
• Assisting with domestic and international travel including identifying flights or hotels and booking.
• Preparing p-card forms, travel reimbursements and other financial documents.
• Serving as back-up for other administrative team members.

Event & Program Coordination, this includes:

• Provide logistical support for department-led events (e.g., receptions, delegation visits, staff events, orientations).
• Assist with venue bookings, catering orders, setup/tear-down, and day-of coordination.
• Support the planning and communication of events through checklists, timelines, and tracking tools.
• Create and maintain post-event documentation and feedback reports.

Supervising Student Workers , this includes:

• Hiring, training and evaluating student workers.
• Help manage student schedules, time reporting, and basic supervision.
• Assigning tasks or projects to students and tracking progress.

Operations & Facilities:

• Serve as a point of contact for routine facility or building maintenance issues.
• Submit FM service requests and follow up on completion for Global Center and at times University Services Building.
• Maintain office supplies, shared work areas, and resource inventory.
• Help ensure smooth day-to-day functioning of shared spaces and equipment.

Knowledge, Skills, and Abilities:

• Knowledge of office procedures.
• Ability to accurately prepare and maintain records.
• Skill in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and taking accurate notes.
• Ability to communicate effectively in both oral and written form.
• Ability to handle difficult and stressful situations with professional composure.
• Skill in managing one's own time and the time of others.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

• The ideal candidate is organized, proactive, adaptable, and committed to delivering professional and responsive service in a fast-paced, collaborative environment.