Administrative Assistant, Spanish & Portuguese

The University of Arizonas Department of Spanish and Portuguese within the College of Humanities invites you to apply to the role of Administrative Assistant.

This position will perform a variety of administrative support along with events coordinator duties for the Spanish & Portuguese (S&P) Department to ensure efficient daily office operations. A successful candidate will join a vibrant team providing administrative and operational support to the faculty and students of the department. This position requires exceptional attention to detail ability to prioritize and work effectively within the team and with central administrative units in the university.

The candidate will be punctual enthusiastic collaborative adaptable proficient in a variety of computer software programs and have exceptional writing and communication skills. This position reports to the Senior Business Manager while providing more targeted support for the Spanish & Portuguese Department Head.

This is an on-site position. Additionally this position requires walking on campus and physical ability to assist with setup and breakdown and working during events that may occur during evening hours.

Visa sponsorship is not available for this position.

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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• 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.
• Answerand respond to incoming calls andemails and direct to appropriate faculty orpersonnel. Greet and direct visitors to theappropriate personnel with professional andeffective customer service. Open reviewand distribute incoming mail; answerinquiries and compose correspondence onown initiative on general matters.
• Assist the Department Head withcorrespondence that supports departmentdevelopment efforts taking meetingminutes coordinating visits and itinerariesmanaging calendar Qualtrics Surveys andcreating zoom meetings.
• Updateand maintain the department socialmedia accounts including creating andscheduling posts and tracking engagementanalytics.
• Monitor office supplies inventory and initiaterequests 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 distributionlists.
• 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 planningcreating flyers including cateringarrangements venue reservations assistwith setup and take down and working withthe College of Humanities (COH) Marketing& Alumni Relations on materials as neededand advertising events.
• Request rooms for courses and events.
• Order textbooks.
• Initiate key requests and building accesschanges.
• Data collection entry and management asneeded.
• 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 andcollaboratively as a team player utilizingappropriate 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.

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 or equivalent combination of education and work experience.

• Bachelors degree associates degree or vocational training in office administration and business.
• Experience with UA systems including UAccess Financials UAcess Student UAccess Analytics and other University software.
• Experience and proficient with Microsoft Office (excel and word) including Outlook (email and calendar) Google Drive Qualtrics Surveys Box Zoom Adobe Acrobat Canva.
• Experience updating and creating documents such as pamphlets fliers and handouts.
• Experience in Higher Education.
• Experience in working with varied population of faculty staff and/or students.