Administrative Assistant

The Office of the Provost oversees all academic programs and units and supports the academic mission of the University by ensuring the quality of academic programs, providing support activities that enhance teaching and learning, making services available that enable faculty and student involvement in education, research, and creative expression, and supporting research excellence with a focus on the land-grant mission.

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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Front Desk Coverage and Administrative Support
* Greet visitors via telephone and in person, take messages, answer questions/address concerns/direct visitors to appropriate personnel, enters data, and sorts mail.
* Maintain the reception area in a clean and organized manner.
* Create and update departmental files, databases and reports.
* Assist with administrative processes and resolve issues independently using knowledge of departmental policies and procedures.
* Perform a variety of administrative duties including document preparation, scheduling, meeting coordination, travel arrangements, record keeping, supply inventory and data entry.
* Perform administrative support duties, such as daily department opening and closing procedures, including unlocking and locking file cabinets, scanning, copying, faxing, etc. Troubleshoot small issues regarding office equipment and makes sure that the copy machine is stocked with paper.
* Drive Provost personnel to meetings using golf cart, pulling out and putting away golf cart when not in use.
* Responsible for maintaining and scheduling Provost's Office conference rooms.
* Liaise with building occupants to foster collaborative partnerships.
* Assist with the Office of the Provost's meetings and events.

Office Operations and Facilities
* Serve as 1st floor building monitor and manage building access.
* Monitor access to the office and ensure only authorized visitors are admitted.
* Handle issues related to unwanted or disruptive guests calmly and professionally, escalating to management or security when necessary.
* Manage building management duties by submitting service requests to Facilities, sending out maintenance notices, etc.
* Coordinate with the Office of the President, Office of Public Safety and UAPD on updating and communicating building emergency procedures.

Business Support
* Process financial documents per university guidelines.
* Monitor and reconcile P-card expenditures to ensure compliance with budgets; initiate corrective actions for discrepancies.

Knowledge, Skills & Abilities

Ability to recognize and handle highly confidential and sensitive information in a discrete and professional manner.
Proficiency in the use of Microsoft Office software (Word, Excel, PowerPoint, and Outlook).
Proficiency or ability to learn additional software is required to perform the essential duties of the position.

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.
• Ability to drive according to the University Fleet Safety Policy.

• Higher education experience.