Administrative Support Assistant III

This role is responsible for the collection and management of operational data, including visitor counts, ticket data as well as performance data for all Flandrau programs, events, and special projects. This role is also responsible for many administrative duties to support the daily operations including preparation of financial documents for submission to the College of Science Business Office, management of department purchasing, scheduling and calendaring, and ordering supplies. Additionally, the Admin Support Assist is responsible for coordinating department facility rentals and private events. This position will also work collaboratively with the UA Campus Store to oversee operations in the gift shop and point of sale systems. The Administrative Support Assistant III supervises student staff including hiring, training, evaluation of competencies, scheduling and support of staff needs.

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; 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.

Data Collection & Management:

• Create and oversee multiple complex record-keeping systems and databases
• Maintain accurate records of ticket sales and visitor counts by pulling data from multiple sources
• Create and maintain accurate performance reports for educational programs, planetarium and exhibit programs, special events, facility rentals, and special projects
• Layout information in reports and documents in ways that enhance readability
• Maintain an accurate membership database
• Work closely with Flandrau's executive director and Flandrau's business office to track donor funded projects and programs including expense tracking for individual initiatives
• Assist Flandrau's business office in maintaining account accuracy by monitoring transactions and providing payment claim information for online services

Organization Operations:

• Work closely with the executive director to ensure smooth daily operations and provide support to all departments to provide support for all programming
• Scheduling and maintaining an accurate calendar of events for Flandrau including show schedules, special events, group visits, University of Arizona events, facility rentals, private events, and team meetings
• Create invoices for group visits, private events, and K-12 funding
• Pay invoices for Flandrau expenses
• Prepare and code invoices to be processed by the business office
• Oversee the membership program
• Hold position of the departmental PCard Liaison to ensure compliance with UA Policy and submit purchases with necessary paperwork for processing
• Submit and track surplus requests and annual capital assets requests
• Order supplies

Front Desk and Gift Shop:

• Manage the dept change fund as the change fund custodian
• Responsible for all front end operations including preparing daily deposits and register balances
• Maintain Flandrau's compliance with the Cash Handling Policy
• Coordinate with the Campus Store for Inventory management
• Oversee gift shop activities including restocking and organizing merchandise
• Work with the Campus Store regarding the point of sale system and NetSuite platform
• Manage skus and coupons in NetSuite to ensure accurate records

Facility Rentals and Private Events:

• Coordinate and oversee all logistics for facility rentals and private events. Including coordination with the client, internal and external parties and maintaining compliance with UA policies
• Ensure all information for rentals and private events is communicated with the team
• Oversee and provide support during rentals and private events

Student Supervision:

• Supervise office assistants and front desk student staff
• Provide training and support to student staff
• Help with troubleshooting support for the registers
• Work collaboratively with the other student supervisors to ensure an inclusive, respectful, and positive work culture

Knowledge, Skills, and Abilities

• Ability to communicate effectively with different groups and individuals
• Ability to participate in various teams to improve efficiencies and enhance the quality of programs and the visitor experience
• Ability to manage complex record-keeping systems and databases
• Ability to prioritize workload, meetings, and appointments to meet work unit operations
• Ability to provide administrative assistance to complex issues and requires significant judgment and initiative
• Knowledge of database management, word processing, Internet navigation, and email systems
• Knowledge of point of sale systems
• Knowledge of and ability to enforce compliance with policies and procedures in accordance with science center and University policies
• Skill in organizing resources and establishing priorities
• Skill in ensuring accuracy with details
• Skill in organization
• Skill in training junior staff

• High school diploma or high school diploma equivalency
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience

• Bachelor's degree in a related field
• Experience working in a science center or similar venue
• Supervisory experience
• Experience planning and coordinating special events
• Experience working with and communicating with diverse audiences
• Customer service experience
• Experience working with point-of-sale systems
• Experience with Microsoft Excel and other Microsoft applications