Administrative Operations Coordinator

The Administrative Operations Coordinator for the Finance & Budget Administration team serves as a central operations and coordination resource, ensuring daily divisional activities run smoothly and efficiently. This role provides high-level administrative and customer service support while acting as liaison between the Director and administrative team. In addition to assisting with operational responsibilities, the Administrative Operations Coordinator supports and advances various initiatives and projects. With guidance from the Director, this individual turns high-level goals and directives into clear action plans, establishes timelines, tracks progress, and ensures accountability across the administrative team. The Administrative Operations Coordinator proactively identifies next steps, removes barriers, and drives initiatives forward while maintaining consistency and cohesion in daily operations.

When you join the Finance & Budget organization, you become part of a smart, driven team that thrives on solving complex challenges. We align our business practices with the university's priorities and cultivate talented teams who find purpose in creating simpler, more effective systems that drive institutional success. Our focus is clear: developing our people, transforming our work, and elevating our role.

This position allows for flexible work arrangements, including a hybrid work week.

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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Event & Training Support:

• Oversee event logistics for bi-annual all-staff recognition events and campus outreach events, including annual training symposium and Financial Administrator Series; takes lead on coordinating logistics, coordinating with venues, and assigns tasks to administration team staff accordingly.
• Coordinate the facilitation of training and development events, prepares materials and slide decks.

Operational Support:

• Maintains internal intranet site; completes routine postings for various internal programs, redesigns and creates new pages and materials for site under guidance from supervisor.
• Ensures divisional organization chart and staff directories are kept up to date; coordinates with Marketing to ensure each employee receives org chart picture.

Special Project Support:

• Coordinates various projects and initiatives like annual technology refresh, safety initiatives, and other special projects; works with administration team staff to ensure tasks are distributed among team and projects are moving forward.
• Coordinates with special projects and requests from the executive team, providing recommendations for process improvements.
• Maintain events and special projects budget tracker for divisional initiatives.
• Ensures the admin ops budget aligns with planned annual expenses.

Divisional On/Off-boarding Support:

• Serves as a liaison for system access and role provisioning across units; provides guidance on appropriate access levels and facilitates the submission and routing of requests.
• Helps support hiring manger with recruitment process.
• Supports division-wide on-boarding and transition processes by maintaining the intranet, coordinating retirement event logistics, and assisting with on-boarding programs and related initiatives.

Customer Service:

• Works to establish ticketing system for Finance & Budget division, ensuring systems in place meet the needs of all units.
• Maintains databases and reports related to customer service inquiries.
• Monitors and answers inquiries received via divisional Contact Us email.
• Acts as liaison between Finance & Budget units and campus colleagues; provides Tier 1 front-line support and facilitates cross-unit communication.

Knowledge, Skills, and Abilities (KSAs):

• Ability to handle confidential and sensitive information.
• Strong interpersonal and communication skills, including the ability to establish rapport with and gain trust of others and to establish cooperative working relationships with staff and campus community.
• Ability to identify issues, analyze root causes, and implement effective solutions for continuous improvement.
• Ability to be creative, supportive, and thoughtful in problem-solving, considering the occasionally conflicting needs and perspectives of the Division.

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.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

• Experience using University Enterprise systems like Financials, Employee, Analytics, and Travel & Expense.
• Experience working with various groups or colleges in a Higher Ed environment.
• Experience in customer service.
• Intermediate to advanced experience using Microsoft 365 applications.
• Experience in ticketing systems and project management software.