Administrative Support Assistant III (Multiple Positions)(UPDATED)

University of Arizona; Tucson (AZ); On-site; USD 28,000 - 35,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Paid time off

Tuition reduction

Retirement plans

Job summary

The University of Arizona's Eller College of Management is hiring multiple Administrative Support Assistants for the Tucson Campus.

These roles serve as the primary department contact, coordinate academic scheduling, guest travel logistics, and student employee leadership to maintain smooth operations and high service standards in a dynamic academic setting.

Qualifications

• High school diploma or equivalent is required.
• Minimum of 5 years of relevant experience, or an equivalent combination of education and work experience.
• Experience driving processes independently in fast-paced/academic environments.
• Familiarity with University of Arizona policies & procedures in Financials, Employee, and UA Travel systems.

Responsibilities

• Greet visitors and respond to inquiries, triage requests, coordinate with campus resources for complex requests.
• Manage day-to-day office logistics, including mail, supplies, and maintenance requests.
• Maintain department files and digital archives in compliance with record retention policies.
• Prepare and finalize high-quality departmental correspondence and announcements.
• Initiate and track standard administrative transactions in campus systems (purchase orders, requisitions).
• Coordinate and submit transactions to hire students.
• Schedule and manage academic seminars, events, and guest speaker series; arrange venues, catering, AV, and on-site logistics.
• Arrange travel itineraries, lodging, and ground transportation for departmental guests and visiting scholars.
• Recruit, onboard, and supervise undergraduate student workers; assign tasks and provide guidance.

Skills

Academic logistics

Guest travel

Scheduling

Communication

Confidentiality

Education

High school diploma or equivalent

Tools

Concur

Provisioning

UAccess Financials

Student

Employee/Manager Self Service

Analytics

Job description

Administrative Support Assistant III (Multiple Positions)(UPDATED)

Posting Number req27239

Department Eller Administration

Department Website Link https://eller.arizona.edu/

Location Tucson Campus

Address Tucson, AZ USA

Position Highlights

Note: This recruitment is now also open to external applicants, and seventh position has been added to this recruitment.

The Eller College of Management is looking to hire multiple Administrative Support Assistants.

The Administrative Support Assistant III acts as the primary point of contact for the department, ensuring smooth daily operations, seamless event execution, and the accurate processing of administrative transactions. Functioning as a vital resource, this position coordinates complex academic scheduling, guest travel logistics, and student employee leadership to maintain continuous workflow efficiency.

The ideal candidate brings strong initiative, exceptional multi-tasking skills, and a commitment to high-quality customer service in a dynamic academic environment.

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

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.

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

• Experience driving processes independently from inception to completion within a fast-paced or academic environment.
• Demonstrated experience navigating and applying University of Arizona institutional policies and procedures, specifically within Financials, Employee (including student and graduate assistant/associate employment), and UA Travel systems.
• Experience initiating transactions in university enterprise systems, including Concur, Provisioning, UAccess Financials, Student, Employee/Manager Self Service, and Analytics.

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

7

Target Hire Date

11/9/2026

Contact Information for Candidates

[e-mail]

Open Date

10/2/2026

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. Paper copies of the Reports can be obtained by contacting the University Compliance Office at [e-mail].