Administrative Support Assistant III (Multiple Positions)(UPDATED)

This Administrative Support Assistant III (Multiple Positions)(UPDATED) position is with University of Arizona in Tucson, AZ. General Office Support Reception Serve as a primary departmental contact for students, faculty, and visitors by greeting visitors, responding to inquiries, triaging requests, resolving routine matters, and coordinating with broader campus resources to facilitate and track complex requests through to final resolutions. Manage day-to-day office logistics, including sorting mail, proactively managing supply inventories, and coordinating routine maintenance requests for office equipment and facilities. Maintain department files, directories, and digital archives in compliance with university record retention policies. Authors, edits, and finalizes high-quality departmental correspondence, announcements, and administrative materials to ensure professional communication standards. Transaction Initiation Support Manage the initiation and tracking of standard administrative transactions within university enterprise systems, (e.g., purchase orders, supply requisitions) from submission to final approval. Initiate and monitor student awards and GA placeholders according to departmental and institutional guidelines. Reconcile university purchasing card statement reports, ensuring transactions are properly coded, documented, and matched with appropriate receipts and submit expense reports, following university financial policies and procedures. Coordinate and submit transactions to hire students. Meeting Scheduling Seminar Logistics Manage logistics and day-of, in-person execution for academic seminars, guest speaker series, student engagement initiatives and other departmental events, including venue reservations, catering arrangements, audio-visual setup, and on-site troubleshooting to ensure seamless operations. Coordinate complex meeting schedules, committee calendars, and department assemblies for supporting departmental faculty members. Prepare and distribute meeting agendas, event flyers, digital announcements, and accurate meeting minutes. Guest Travel Lodging Coordination Arrange comprehensive travel itineraries, lodging accommodations, and ground transportation for departmental guests, including job candidates, seminar speakers, and visiting scholars. Act as the compliance expert for guests, proactively and clearly communicating university travel policies and restrictions prior to travel to prevent reimbursement issues. Own the post-travel reimbursement process, verifying and processing guest receipts to ensure rapid, accurate financial closeouts. Student Employee Supervision Leadership Recruit, interview, and onboard undergraduate student workers. Assign, schedule, and review daily tasks for student employees, ensuring adequate coverage of duties. Provide day-to-day guidance, training, and support. Knowledge, Skills, and Abilities (KSAs): Knowledge of standard practices for organizing academic logistics, venue bookings, catering, AV arrangements, and guest travel itineraries. Skill in active listening, customer-focused communication, and professional writing/editing to interact effectively with students, faculty, visitors, and university partners. Skill in prioritizing competing deadlines, managing complex calendars, and executing multi-step administrative processes with high accuracy. Ability to independently triage inquiries, resolve routine operational matters, and identify appropriate campus resources for complex requests. Ability to manage sensitive information confidentially and adapt efficiently to shifting departmental priorities in a dynamic academic environment.