• Job Description

  Req#: req17193

  Administrative Associate
  Posting Number	req17193
  Department	Office of Institutional Equity
  Department Website Link	equity.arizona.edu
  Location	Main Campus
  Address	Tucson, AZ USA
  Position Highlights	The Office of Institutional Equity (OIE) seeks a highly organized and motivated Administrative Associate to bolster our commitment to supporting a campus culture where all members of our community have equitable access to academic and professional opportunities and are supported in their individual and collective pursuits and efforts. This position will report to the Assistant Vice President of Equity. This position will perform a variety of administrative tasks and provide consistent support and resources to those who are affected by issues of discrimination and harassment, including sexual harassment, sexual misconduct, relationship violence, or stalking. OIE requires a high level of professionalism, discretion, and organization; as well as accuracy and attention to detail; strong judgment; outstanding communication and interpersonal skills; the ability to set priorities and handle multiple projects; propose solutions to problems, and a high degree of confidentiality. This position may have contact with high-level constituents, requiring the use of business vocabulary, tact, discretion, and judgment. The Office of Institutional Equity acts to ensure equal opportunity and to safeguard the civil rights of University community members. This commitment is demonstrated to individuals and the community through ongoing outreach, education, and effective response and resolution, collaboration with colleagues and administrative partners. 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; state and optional retirement plans; access to UA recreation and cultural activities; and more! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here .
  Duties & Responsibilities	Administrative: Perform a variety of clerical tasks as needed, including, but not limited to, managing the main office phone line, Ricoh copy machine, mail distribution, shipping and receiving, reporting maintenance issues, and submitting help desk tickets. Maintain, record, and address issues relating to OIE’s electronic case-management system. Investigate, evaluate, and resolve administrative and operational obstacles impacting the department. Request copies of police records, track the status of requests, and updates to the assigned investigators. Coordinate responses to record requests (public records, Office of General Counsel, and others). Facilitate efficient records retention systems and procedures for the storage and retrieval of information and implement retention and disposition schedules that conform to legal, administrative, and fiscal requirements. Update and organize office files, including shared drives. Coordinate and schedule staff and department meetings, including technical support, room reservations, and catering. Prepare various UAccess documents, including pcard transactions, packing slips for shop catalog, reimbursements, and other daily processing tasks. Assist staff with special projects as directed. Other duties as assigned. Communication: Answer OIE’s main phone line delivering professional and courteous customer service throughout all interactions. Provide prompt intake, referral, and triage support for employees or students seeking assistance, schedule appointments, respond to general questions, and interpret general policy inquiries. Document all interactions with individuals and actions taken with attention to detail. Follow up with individuals to provide support and resources, as appropriate. Independently compose confidential and non-confidential communications for review. Handle confidential, sensitive, and complex situations in a professional, supportive, and equitable manner. Resources and Procedures: Coordinate and run data reports using OIE’s electronic case management system. Conduct research and benchmarking activities regarding policies, procedures, and best practices related to discrimination and harassment. Ensure support and resources are provided appropriately, including collaborating with campus partners to facilitate the delivery of support and resources. Prepare and upload communication templates and resources to the electronic case management system. Knowledge: Strong expertise in Microsoft Office Suite; Outlook, Word, Excel, Teams, and PowerPoint. Deep understanding of administrative and campus policies and procedures. Skills: Excellent writing and proofreading skills. Exceptional organizational skills, detail-oriented, able to prioritize strategically, and effectively juggle multiple projects while simultaneously prioritizing responsibilities to meet the department’s operations. Ability: To explain and respond to inquiries from a variety of sources based on the department’s policies and procedures. To problem-solve, propose solutions, and take initiative. To work independently and as part of a team.
  Minimum Qualifications	High school diploma or equivalent, or equivalent learning attained through experience required. Minimum of 5 years of relevant experience required.
  Preferred Qualifications	Working experience in higher education, human resources, or legal environment. Experience using University of Arizona systems: Financials, Employee, and Analytics. Working experience with Microsoft Office Technical Programs (Word, Excel, Outlook, Access, Publisher,Visio), Microsoft Office Cloud Programs (One Drive, SharePoint, Teams), Zoom, and Adobe Suite. Experience with and proficiency in English composition, grammar, spelling, and punctuation. Experience using case management software.
  FLSA	Non-Exempt
  Full Time/Part Time	Full Time
  Number of Hours Worked per Week	40
  Job FTE	1.0
  Work Calendar	Fiscal
  Job Category	Organizational Administration
  Benefits Eligible	Yes - Full Benefits
  Rate of Pay	$20.33 + DOE
  Compensation Type	hourly rate
  Grade	5
  Career Stream and Level	OC3
  Job Family	Administrative Support
  Job Function	Organizational Administration
  Type of criminal background check required:	Fingerprint criminal background check (security sensitive due to title or department)
  Number of Vacancies	1
  Target Hire Date
  Expected End Date
  Contact Information for Candidates	Cindy Shriver shriverc@arizona.edu
  Open Date	8/4/2023
  Open Until Filled	Yes
  Documents Needed to Apply	Resume and Cover Letter
  Special Instructions to Applicant
  Diversity Statement	At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

  
  

  
  

• About the company

  95194 The University of Arizona is a public land-grant research university in Tucson, Arizona.

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