Administrative Associate

The College of Education, Educational Psychology Department is seeking an Administrative Associate to fully support the unit. This university staff position provides administrative support to the department head and other administrative team members,and works in conjunction with the business office team. This includes coordination of calendars, meetings and special events, purchases, financials, and all other administrative support functions. The ideal candidate will possess excellent organizational skills, be able to multitask in a fast-paced environment, have excellent writing and verbal communications skills, and a professional demeanor. Also, the incumbent should be able to maintain sensitivity with confidential information, and possess computer proficiency in Microsoft Word, Excel and Outlook.

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!

Duties and Responsibilities:

• Provide administrative support to the department head, including complies, calendaring, faculty searches, and other complex issues that require significant judgment and initiative.
• Assist with meetings and special events as assigned including, coordinating meetings rooms, catering orders, event set-up, staffing, etc.
• May attend select meetings, take notes, and synthesize information for distribution; provides other meeting-related assistance as needed.
• Receive, direct and respond to telephone calls and written communication, including composing and editing complex correspondence and documents.
• Coordinate travel for department head, visiting scholars, and other administrative team members, including travel authorizations and arrangements, and expense reports and reimbursements.
• Communicate and exchange information with departments, college and university offices on related department matters.
• Gather, organize, update records/files, including creating complex record-keeping systems.
• Serve as the point of contact to report issues to Facilities Management for the department; liaison to the college Building Manager, including coordinate moves/renovations and order names plates and names tags from FM for the office.
• Submit key requests for the Dean's Office and Cat Card Access, including authorizations, management, and lost key forms.
• Serve as back-up for other administrative team members, including providing support to the Assistant to the Dean as assigned.
• Other duties as assigned in support of day-to-day operations.
• Support the department's operational needs including ordering office supplies, business cards, and any other purchases requested.
• Monitor (unrestricted) budgets and provide support to the department and the Business Office, including processing all financial transactions, initiating requisitions for purchase orders and manage payments, processing UA Foundation payments in accordance with university policies and procedures.
• Supervise and train student workers who provide front desk coverage, reconcile P-Card receipts, reimbursements, pay invoices, and maintain college mail room operations, including approve time sheets, create work schedules, and student position postings, etc. Assign tasks or projects to student workers and track progress.
• Serve as back-up P-card reconciler.
• Serve as point of contact to schedule/reserve college-controlled conference rooms for Education and Education North for meetings and college related events in Outlook.
• Actively participate in COE Convocation.

Knowledge, Skills, and Abilities:

• Excellent interpersonal and organizational skills.
• Attention to detail and exceptional follow through.
• Ability to prioritize tasks, manage multiple assignments simultaneously, and meet deadlines
• Ability to work independently or part of a team, offering support and contributing to goals and projects.
• Ability to communicate professionally in person, on the phone, and via email.
• Proficient computer software skills and program skills such as MS Outlook, Word, Excel, Outlook, PowerPoint, Qualtrics and Google Sheets.
• Knowledge of processing departmental financial transactions.

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

• Experience with UAccess financials and UA Purchasing Policies; understands and complies with these policies.
• Experience following procedures and processing of departmental financial transactions.