Administrative Support Professional II

UNIVERSITY OF ARIZONA; Tucson (AZ); On-site; USD 81,809,000 - 102,295,000; Full time

Benefits offered by this job

Full benefits package

Job summary

The R Ken Coit College of Pharmacy seeks an Administrative Support Professional II to provide essential administrative support to the Department of Pharmacy Practice & Science. Reporting to the Department Head, you will help coordinate calendars, meetings, travel, and communications, while supporting faculty and staff across academic, research, and operational initiatives.

We value strong organizational and communication skills and the ability to manage multiple priorities.

Qualifications

• Bachelor’s degree or equivalent professional experience.
• Minimum 3 years of relevant work experience.
• Ability to use MS Office and Google Suite.

Responsibilities

• Provide direct support to the Department Head, including calendar management and scheduling.
• Prepare correspondence and communications for internal and external audiences.
• Coordinate faculty meetings, agendas, and Zoom invitations.
• Assist with faculty annual reviews and promotion dossiers.
• Support faculty candidate visits to Phoenix and Tucson campuses.
• Assist with onboarding of new faculty and travel approvals.
• Manage course scheduling for in-person, hybrid, and online offerings.
• Compile and distribute reports and teaching workload metrics.

Skills

Organization

Communication

Multitasking

Attention to detail

Professional communication

MS Office

Qualtrics

Google Sheets

Education

Bachelor's degree

3+ years experience

Tools

UAccess Administrative Staff

UAccess Financials

Analytics/Reporting

Job description

The R Ken Coit College of Pharmacy invites applicants to apply for a Administrative Support Professional II which provides administrative support to the Department of Pharmacy Practice & Science. Reporting directly to the Department Head, this position plays a key role in supporting the department's academic, research, and managing operational initiatives. Primary responsibilities include preparing materials, coordinating meetings, managing the Department Head's calendar, collecting and distributing data, and developing departmental communications. The successful candidate will demonstrate strong organizational, communication, and administrative skills, along with the ability to manage multiple priorities and collaborate effectively with diverse stakeholders. This individual will serve as a valuable resource to faculty and staff by providing administrative assistance and expertise across a variety of departmental functions. Service on the College of Pharmacy Staff Advisory Council, along with participation in professional development activities, is supported and encouraged.

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!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here .

Duties & Responsibilities

• Provide direct support to the Department Head for the Department of Pharmacy Practice & Science including calendar management, scheduling meetings, organizing travel, and preparing correspondence and communication for internal and external audiences.
• Provide support with monthly department meetings, prepare agenda and Zoom meeting invitation.
• Provide support for the faculty annual review process, including updating and reviewing forms for accuracy and coordinating the evaluation process.
• Provide support for faculty promotion reviews by reviewing dossiers for accuracy and preparing promotion cases.
• Coordinate and support faculty candidate in-person interviews, including organizing visits to the Phoenix and Tucson campuses.
• Support with the onboarding of new faculty.
• Act as time approver for department.
• Review and approve travel requests on behalf of department head.
• Manage new course requests and course modification requests from faculty.
• Manage course scheduling for both in-person, hybrid, and online course offerings for the Tucson and Phoenix campuses.
• Gather and distribute reports to faculty and staff as needed. Including teaching workload for fall and spring semesters, Annual metrics reports, Qualtrics surveys.
• Manage student course surveys, create forms and gather data from faculty.
• Assist faculty with space/ and facilities but submitting Facilities Management service requests for faculty.
• Assist faculty, staff and students in the department with any travel, purchasing, and curriculum questions.
• Order textbooks, schedule meetings, format letters/reports. Back-up to PHPR admin for processing travel expense reimbursements, lab / office supply orders, requisitions, and PO’s.
• Adhere to FedEx policies for mailing packages.
• Maintain documents and faculty CV’s in U of A Box, submit space requests, and create Zoom meetings.
• Attend and partner with other college stakeholders in organizing department and college events including convocation, COIT seminars, PharmCamp, and other guest speakers. Distribute RSVPs, organize catering, travel/hotel arrangements, reserve space, prepare invitations and communication, and prepare agendas.
• Support departmental and college committee initiatives and service responsibilities.
• Train lower level staff of college processes and procedures in relation to PCard transactions, financial transactions.
• Assist with budgetary monitoring and oversight for departmental funds and financial accounts.

Knowledge, Skills, and Abilities:

• Excellent organization skills.
• Excellent written and verbal communication skills.
• Attention to detail and exceptional follow through.
• Ability to prioritize tasks, manage multiple assignments simultaneously, and meet deadlines.
• Ability to work effectively and cooperatively independently or as part of a team, offering support and contributing to group goals and projects.
• Ability to communicate professionally in person, on the phone, and via email with the general public, students, faculty, and staff.
• Proficient in computer software and programs such as MS Outlook, Word, Excel, PowerPoint, Qualtrics and Google Sheets.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Experience with university level systems such as: UAccess Administrative Staff, Financials, and Analytics/Reporting.

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 $28.56 - $35.70

Compensation Type hourly rate

Grade 8

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 PC2

Job Family Administrative Support

Job Function Organizational Administration

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Contact Information for Candidates Jason Karnes | [e-mail]

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].