Administrative Support Assistant II, Access & Information Services

The University of Arizona Libraries are enterprising partners in advancing the University's priorities by promoting inquiry, creative endeavor, scholarly communication, and lifelong learning. Serving as an intellectual crossroads of the University, the Libraries support innovative interdisciplinary research and scholarship while providing resources and services that enrich both the Arizona community and a global academic audience.

The University of Arizona's Access & Information Services invites you to apply for the role of Administrative Assistant. As the Administrative Assistant, you will play a key role in providing administrative support to the Head of Access & Information Services (AIS) and a team of over 30 staff, exercising initiative, independent judgment, and discretion in prioritizing work. This role requires strong organizational, time management, and interpersonal skills, along with excellent customer service, analytical thinking, and the ability to manage multiple assignments while working both independently and collaboratively.

In this position, you will perform a wide range of duties in support of departmental operations, requiring knowledge of library, university, and departmental policies and procedures. The position supports a department operating across two locations, the Main Library and Weaver Science-Engineering Library, and coordinates departmental and library-wide events as needed. Through your work, you will contribute to the library's mission by supporting projects and initiatives that promote high-quality service and effective operations.

Work Schedule: Monday, Tuesday, Thursday (6:45 a.m.-3:45 p.m.); Wednesday (6:45 a.m.-4:30 p.m.); Friday (6:45 a.m.-3:00 p.m.)

This position may occasionally require evening and weekend hours to support departmental and librarywide events.

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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• Provides coordination and support to AIS Department Head and AIS managers, including drafting, proofing, and organizing confidential correspondence and reports, hiring documentation, and project support.
• Serves as a key point of contact, providing support in person, by phone, and via email; independently responds to correspondence, explains policies and procedures, and synthesizes information into reports.
• Arranges service desk coverage for unexpected staff absences.
• Coordinates travel reservations, itineraries, and reimbursements for the department.
• Provides the department with logistical support for meetings and other events. Tasks may include organizing meeting rooms, sending out reminders, tracking registration and attendance, taking notes, arranging catering, and set-up/clean-up.
• Maintains inventory of office supplies and initiates purchases of materials; reconciles and manages budget expenditures.
• Leads departmental operational and equipment purchasing, including tracking and reconciling orders and reporting on budget activity.
• Provides graphics support, including developing and maintaining signs and other promotional materials and videos under the guidance of Library Marketing & Communications.
• Maintains the department telecom system, including acting as a liaison to campus IT as needed.
• Maintains front-facing service sites to ensure they are stocked and operational.
• May assist with space and furniture requests.
• Serve as lead for the Act One Culture Pass program, which provides access to the arts and cultural sites for UA affiliates.
• Provides customers with directional and circulation assistance at AIS service sites. Supports efforts to create an environment conducive for study, meetings, and collaboration (e.g., academic and scholarly endeavors) by enforcing compliance with the Libraries' Code of Conduct policies and through application of other pertinent Libraries and University policies and procedures.
• Opens the Main or Science Library approximately three days per week.
• Reviews incoming physical mail for the department, distributing it to various sites as necessary.
• Provides support for resource sharing tasks, ensuring that requests are processed in a timely manner.
• Other duties as assigned.

Knowledge, Skills, and Abilities (KSA's)

• Adaptable and flexible in a fast-paced environment, with a willingness to learn new skills and manage shifting priorities and time constraints.
• Excellent interpersonal and communication skills, including the ability to collaborate with library leadership and campus-wide colleagues, use professional business vocabulary, and exercise discretion and sound judgment when handling sensitive or confidential matters.
• Proficient in the Microsoft Office Suite, with advanced skills in Outlook.
• Familiarity with event management standards and best practices.
• Skilled in planning and executing events and meetings from concept to completion.
• Ability to learn campus contract processes and university policies.
• Understanding of the research process, as well as an understanding of various types of research tools (e.g., library catalogs, indexes, web-scale discovery services, search engines, virtual and print resources) and their appropriate uses.
• Highly organized with strong attention to detail.
• Proficiency with managing department ordering and monitoring and reporting on large budgets.
• Ability to work in a highly collaborative environment, one that values and leverages the benefits of a variety of perspectives.
• Positive attitude and strong demonstration of UA Libraries' Values.

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.

• Experience with Microsoft Office applications (Word, PowerPoint, Excel, Outlook).
  
• Experience managing complex calendars in Outlook.
  
• Successful experience in planning and executing events.
  
• Travel coordination experience.
  
• Experience with Adobe Illustrator or other graphics programs.
  
• Experience searching integrated Library Services and Discovery Platforms including record interpretation (e.g., Ex Libris, Alma and Primo).