Administrative Assistant, Spanish & Portuguese

Phase2 Technology; Tucson (AZ); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Full benefits

Job summary

University of Arizona in Tucson is seeking an Administrative Assistant for the Spanish & Portuguese Department. This on-site role supports the department head and Senior Business Manager, overseeing front desk, scheduling, events, and communications.

The ideal candidate has 5+ years of related experience, strong writing and communication skills, and proficiency with MS Office, Zoom, and Qualtrics. Evening events and campus duties are required.

Qualifications

• High school diploma or equivalent required.
• Minimum of 5 years of relevant experience, or an equivalent combination of education and work experience.
• Ability to manage calendar, travel arrangements, and events for department leadership.

Responsibilities

• Oversee department front desk and ensure daily operations run smoothly.
• Answer calls and emails; direct inquiries to appropriate faculty or personnel.
• Assist Department Head with correspondence, meeting minutes, calendars, and travel arrangements.
• Update department social media accounts and track engagement analytics.
• Coordinate events, scheduling, and room reservations; assist with setup and teardown.

Skills

Time management

Verbal and written communication

Discretion with confidential data

Customer service

Multitasking

Attention to detail

Team player

Education

Bachelor's degree

Associate's degree

Vocational training in office administration

Tools

Microsoft Office

Outlook

Google Drive

Qualtrics Surveys

Box

Zoom

Adobe Acrobat

Canva

Job description

Administrative Assistant, Spanish & Portuguese

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!

Duties & Responsibilities

• 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.

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.

Minimum Qualifications

• 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.

Preferred Qualifications

• Bachelor's degree, associate's 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.

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 - $25.41

Compensation Type

hourly rate

Grade

5

Compensation Guidance

The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.
The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level

OC3

Job Family

Administrative Support

Job Function

Organizational Administration

Type of criminal background check required:

Name-based criminal background check (non-security sensitive)

Number of Vacancies

1

Contact Information for Candidates

Mary Portillo
Senior Business Manager
[e-mail]

Open Date

9/15/2026

Open Until Filled

Yes

Documents Needed to Apply

Resume and Cover Letter

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at [e-mail].