Administrative Support Assistant III, Electrical and Computer Engineering

Some driving may be required for this position.

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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Leadership support:

• Serve as a point of contact for internal and external communications.
• Coordinate and manage calendars for Department leaders, including scheduling meetings, appointments, and events, and sending out reminders.
• Assist Department leaders in preparing annual reports, evaluations, award nominations, sabbatical applications, and promotion and tenure packages.
• Organize and prepare materials for meetings, distribute minutes and action items, set up conference calls and video meetings, and manage all logistics as directed (room reservations, technical support, food and beverages, parking arrangements, communication to participants, etc.).
• Assist Department leaders in the planning and execution of department projects, including collecting data and compiling documents for reports and assessment, tracking progress and deadlines, and coordinating with various stakeholders to ensure project milestones are met.

Department Operation Support:

• Serve as the first point of contact for office visitors, students, staff, alumni, and faculty. This includes answering or referring inquiries, managing mail packages and delivery, and and answering and directing phone calls and emails.
• Coordinate with Facilities Management for repairs and maintenance. Assist with management of department building space.
• Coordinate office supply inventory, including ordering and restocking. Ensure all office equipment functions properly, and arrange for repairs or replacements as needed.
• Implement document retention policies and procedures, ensure secure handling of sensitive and confidential information, and organize, photocopy, and maintain physical and digital files.
• Provide support for academic program review, assessment, and accreditation.
• Assist in managing and scheduling all special department events, and research meetings and workshops hosted by individual faculty, including maintaining a master calendar and managing all logistics.
• May interview, train, and supervise student workers.

Administrative Support for Faculty:

• Assist faculty by copying, scanning, and distributing course-related materials, and with collecting and organizing student feedback and evaluations.
• Assist with professional development support, including applications for sabbaticals, fellowships, and awards, as well as helping faculty with reporting, evaluation, and promotion processes, and helping to manage professional profiles.
• Provide new faculty with administrative orientation, and assist faculty with travel arrangements and purchase orders.

Administrative Support for Students:

• Facilitate communication between students and faculty or advisors, and determine who can provide information to students.
• Provide initial assistance to student questions.
• Provide support for open houses and orientation, and for creating and managing student-oriented events (including clubs) on campus hosted by the department.
• Assist with collecting and analyzing student feedback to improve services and programs.
• Coordinate training and professional development events for ECE teaching and assistants, as well as new graduate students.

Knowledge, Skills, and Abilities

• Excellent written and verbal communication skills.
• Proficient in Excel, Adobe Acrobat, and Word.
• Knowledge of standard office policies and procedures.
• Skill in developing and maintaining good working relationships.
• Skill in English composition, grammar, spelling and punctuation.
• Ability to problem solve and make decisions.

• 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.
• Ability to drive according to the University Fleet Safety Policy.

• Bachelor's degree.
• Experience with managing multiple calendars.
• Experience with UAccess: Financials, Analytics, Student, and Employee.
• Experience with Astra Scheduling and UA Registrar Schedule of Classes.

Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).