Administrative Assistant

This position will be the first point of contact and the face for the A Center and the academic advising partners who share the space. Manage the front desk daily and perform a variety of administrative and clerical tasks. The ideal candidate will have a friendly and easy-going personality while also being very perceptive and disciplined. This individual should be able to deal with complaints and give accurate information and referrals. A customer-oriented approach is essential. The goal is to make guests and visitors feel comfortable and valued while in our premises.

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!

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Duties and Responsibilities:

• Welcome guests and greet people who come into the advising office.
  
• Provide excellent customer service.
  
• Answer, screen, and forward incoming phone calls.
  
• Ensure the reception area is tidy and presentable, with all necessary materials and equipment.
  
• Provide accurate information in person and via phone/email.
  
• Monitor office supplies and equipment.
• Handle emergencies in a timely and effective manner, while streamlining office operations.
  
• Maintain an up-to-date schedule for the A Center conference rooms.
  
• Maintain office security by following safety procedures and controlling access via the reception desk.
  
• Maintain academic advisor calendar(s), and schedule appointments. Open and prioritize mail, and draft responses where appropriate.
  
• Implement and maintain an up-to-date Master Calendar with regularly scheduled A Center events.
  
• Assist in requests for accommodation for events by reserving ballroom, lecture halls, A/V equipment, refreshments, and furniture/equipment rental(s), as needed.
  
• Perform general office work, such as mail handling, word processing, data entry, spreadsheets, computer file maintenance, filing, faxing, copying, proofing, editing, and monitoring office needs.
• Provide administrative support for events such as Major Exploration, Major Fair Event planning, New Student Orientation, General/Non-Medical Petitions, Readmissions, Probation Students, student group updates, and course scheduling.
  
• Plan and arrange workshops and presentations.
  
• Initiates responses to correspondence; handles inquiries/problems through direct interactions.
  
• Maintain effective communications with a diverse population.
  
• Perform other related duties as assigned.
  

Knowledge, Skills and Abilities:

• Excellent verbal and written communication skills
  
• Ability to communicate with diverse student populations effectively and professionally, university personnel, representatives from businesses and the community.
  
• Multitasking and stress management skills are essential.
  
• Professional attitude and appearance
• Ability to be resourceful and proactive when issues arise.
  
• Ability to effectively prioritize and perform duties autonomously.
  
• Ability to work evenings and weekends, as needed.
  
• Ability to work closely and effectively with multiple departments, organizations, and individuals in a complex environment.
  
• Proficiency with Microsoft Office, (Outlook, Teams, Word, Excel, and PowerPoint)
  
• Expert knowledge of UA policy and procedures
  
• UAccess Student and Analytics
• Knowledge of UA administrative, academic, and business policies and procedures
• Strong calendar and organization skills
• Ability to think critically, problem solve, and make decisions independently.
• Demonstrated excellent communication and presentation skills and proactive, open, and responsive interpersonal skills.
• Demonstrated ability to communicate effectively with university personnel: faculty, college deans, administrators, and staff, as well as representatives from business and the community.
• Demonstrated knowledge of standard office policies and procedures.

• Minimum of three years of relevant experience is required.
  
• High School Diploma or high school diploma equivalency is required.
  
• Proven experience as a front desk representative or relevant position.

• Customer Service experience in an educational environment
• Experience using UA web-based forms.
• Experience with Trellis Advising and UAccess