Administrative Assistant, Spanish & Portuguese

This Administrative Assistant, Spanish & Portuguese position is with University of Arizona in Tucson, AZ. Oversee the department front desk. Open and close the main office and ensure daily office operation is efficient and in compliance with department policies and procedures. Answer and respond to incoming calls and emails and direct to appropriate faculty or personnel. Greet and direct visitors to the appropriate personnel with professional and effective customer service. Open, review, and distribute incoming mail; answer inquiries and compose correspondence on own initiative on general matters. Assist the Department Head with correspondence that supports department development efforts, taking meeting minutes, coordinating visits and itineraries, managing calendar, Qualtrics Surveys and creating zoom meetings. Update and maintain the department social media accounts including creating and scheduling posts and tracking engagement analytics. Monitor office supplies inventory and initiate requests to restock. Provide administrative support to the Senior Business Manager including but not limited to managing calendar, making travel arrangements, reserving and organizing rooms, coordinating interviews and search committee meetings. Create and maintain multiple distribution lists. Perform administrative tasks such as data entry, scanning, copying, faxing, etc. Assist faculty and Department Head with scheduling needs, special events, lectures and workshops. Assist with department event planning, creating flyers including catering arrangements, venue reservations, assist with setup and take down, and working with the College of Humanities (COH) Marketing Alumni Relations on materials as needed and advertising events. Request rooms for courses and events. Order textbooks. Initiate key requests and building access changes. Data collection, entry, and management, as needed. Update and maintain department websites. Performs other related tasks as assigned. Knowledge, Skills and Abilities: Strong time management, quick learner and ability to communicate effectively (i.e. ability to stay organized and manage interruptions to ensure tasks get completed). Ability to handle confidential and sensitive information with discretion. Knowledge of standard office practices, procedures, and etiquette. Excellent customer service. Ability to handle multiple responsibilities and balance competing priorities. Effective communication skills (i.e. verbal and written) with a varied population of faculty, staff, and students. Able and willing to learn new policies, processes, and software quickly. Ability to complete assignments and meet deadlines with a high degree of accuracy, quality, and attention to detail. Ability to work independently and collaboratively as a team player, utilizing appropriate resources to solve problems. Basic math skills. Physical Requirements and Environmental Demands: Lifting: Employees are frequently required to lift, move, carry and transport materials and equipment associated with event setup and breakdown. Outdoor Environment: Employees work outdoors and may not be protected from weather conditions.