Administrative Associate, College of Public Health (Phoenix, AZ)

The Department of Public Health Practice, Policy & Translational Research seeks a qualified Administrative Associate to support the department chair, faculty, staff, and students by assisting, as needed, on policies, practices and procedures, preparing documents, scheduling, meeting and event coordination, travel arrangements, website updates, record keeping, supply inventory and data entry. The Administrative Associate maintains and updates department files, databases and reports, and may be assigned additional tasks and responsibilities. This position is based in Phoenix at the University of Arizona Phoenix campus.

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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• Coordinate processes and prioritize activities within the department and programs to meet deadlines.
• Provide administrative assistance to department faculty, staff, and students, including managing calendars, scheduling appointments and meetings, preparing correspondence, and handling inquiries promptly and professionally.
• Provide administrative support to the department chair and program directors for departmental and program business affairs, such as calendar management, search committees, timesheet approval, annual performance review, promotion & tenure review, and teaching evaluation following UA policies and procedures.
• Maintain accurate and up-to-date departmental records, files, and databases. Organize and maintain electronic and physical filing systems, ensuring confidentiality and easy retrieval of information as needed.
• Prioritize, assist and arrange travel for faculty and staff. Assists staff and faculty with purchasing, reimbursements and reconcile expenditure receipts.
• Collaborate and coordinate with accountants/business office regarding department budgets and allocation of resources.
• Assist accountants/ business office with budget monitoring and financial management activities, including processing invoices, expense reports, and reimbursements. Maintain accurate records of departmental expenditures and assist in budget planning and tracking.
• Provides guidance and assistance as needed to students, faculty, researchers, and other staff on policies, practices, and procedures.

Knowledge, Skills and Abilities:

• Knowledge of organization, job content, practices and procedures.
• Knowledge of higher education.
• Ability to perform work under minimal supervision with assigned general expectations.

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.