Administrative Associate, Residential Education

The Administrative Associate, reporting to the Senior Associate Director for Residential Education, performs a variety of administrative and secretarial duties to support Housing Residential Education. This position is required to work independently, using own judgment and initiative. They may be required to make decisions, coordinate work activities, and apply analytical problem-solving techniques to the day-to-day and long-range work of Residential Education.

This position requires driving University vehicles and/or golf carts.

Housing & Residential Life (Housing), a self-funded auxiliary housed in the Student Affairs division of the University of Arizona, operates 23 student dorms and one Graduate apartment complex that house 7,800 students annually on the University of Arizona Main Campus.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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• Provides administrative support to the Residential Education (ResEd) Unit, including specific support for Res Ed Director, Senior Associate Director, and Associate Director by maintaining calendars, regularly prioritizing and arranging meetings, anticipating and preparing background materials as needed.
• Answers telephone and greets visitors giving information in response to inquiries; delivers oral and written messages to unit members, directing to the appropriate staff or unit when necessary.
• Participates in meetings pertinent to area of responsibility.
• Takes meeting notes as necessary at meetings and retreats and prepares or directs preparation of minutes, notices, agendas, and correspondence with all supporting documentation.
• Creates, edits, and/or reviews Word documents, Excel spreadsheets, PowerPoint presentations, and other materials related to Residential Education.
• Assists with the recruitment and selection of Residential Education staff (professional, graduate and student staff) in ways such as candidate file organization, creating interview materials/schedules, coordinating travel, managing promotional materials regarding the recruitment and selection process.
• Utilizes StarRez software to maintain databases of employees where appropriate.
• Contributes to the onboarding of new staff including ordering staff apparel, business cards and nametags, and coordination access to listservs and appropriate meetings.
• Compiles and maintains directory information for Residential Education staff.
• Manages organization, sorting and preparing for the delivery of opening and closing materials for the dorms, which requires coordination with numerous on-campus and off-campus entities.
• Manages ordering of Residential Education staff shirts.
• Contributes to staff recognition initiatives including departing staff recognition.
• Plans and arranges meetings, banquets, retreats, and conferences under general instructions from supervisor; communicates arrangements to appropriate individuals.
• Investigates, evaluates, and resolves typical administrative problems or situations impacting work unit, including reviewing, analyzing, and researching purchase orders, invoices, contracts, and other documents for completeness, accuracy, and conformity within established procedures; collects data to maintain such records.
• Maintains stock of and orders office supplies as appropriate.
• Assists with various projects, including but not limited to communicating with students, other campus constituents and Housing & Residential Life Marketing to ensure smooth integration of various projects.
• Serves on departmental committees.
• Provides backup for other departmental support staff, as necessary.
• Assembles and/or compiles data for incorporation into reports, and organizes, establishes, and maintains record-keeping systems for correspondence, documents, materials, or records for the Residential Education unit.
• Assists with various departmental activities during the August move-in process.
• Completes other duties as assigned to meet the needs of the department.

KNOWLEDGE,
SKILLS, AND ABILITIES (KSAs):

• Demonstrated ability to work independently under general direction.
• Demonstrated problem solving and policy interpretation skills.
• Strong organizational skills and demonstrated ability to coordinate multiple differing tasks simultaneously.
• Ability to effectively communicate verbally and in writing and provide quality customer service.
• Skill in developing and maintaining good working relationships.
• Skill in English composition, grammar, spelling, punctuation, and in basic math.
• Skill necessary to respond to internal and external customer needs in a timely, accurate, and professional manner.
• Knowledge of campus resources.

PHYSICAL REQUIREMENTS:

• Ability to lift, move, transport materials and supplies (up to 20 lbs.) from one place to another.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience required; OR a bachelor's degree in a related field AND one year of related experience OR any equivalent combination of experience, training and/or education.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.

• Experience with Microsoft Office products including Outlook, Excel, and Word.