Administrative Support Assistant III, Chemistry and Biochemistry

The University of Arizona Department of Chemistry and Biochemistry invites you to apply for the position of Administrative Support Assistant III. This position serves as a key administrative and operational support role within a large, fast-paced department and requires exceptional organizational skills, attention to detail, and the ability to manage a high volume of competing priorities with accuracy and efficiency.

The Administrative Assistant independently coordinates complex seminar programs, invited speaker visits, departmental meetings, and faculty support activities that require extensive scheduling, project coordination, travel logistics, and ongoing communication management. This role regularly supports multiple concurrent visitors, events, and requests simultaneously, requiring strong follow-through, adaptability, and the ability to maintain organization and accuracy in a dynamic environment.

Success in this role requires a high degree of professionalism, discretion, initiative, and organization; use of good judgment; and the ability to set priorities and handle multiple projects with limited supervision. It also requires excellent communication and interpersonal skills, and a high degree of computer proficiency. If you thrive in a fast-paced, collaborative academic environment and enjoy supporting complex administrative operations, we encourage you to apply and become part of our team.

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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Seminar and Invited Speaker Coordination:

• Independently coordinates departmental seminars and invited speaker visits, including reimbursements, development of detailed visit schedules, dissemination of calendar invitations, preparation and distribution of seminar announcements, website updates, and ongoing project management of multiple concurrent visitors.
• Facilitates complex travel arrangements for faculty, invited speakers, and departmental guests, including airfare, lodging, ground transportation, and conference registrations, in accordance with University of Arizona policies and procedures.
• Ensures timely execution and compliance with university policies and procedures.

Front Office Operations, Department Resources, and
Records Administration:

• Provides advanced administrative and operational support to the department, ensuring efficient, effective, and policy-compliant office operations while maintaining a high standard of professionalism and customer service.
• Serves as a primary departmental point of contact for faculty, staff, students, invited speakers, and external constituents.
• Manages front office operations and shared departmental resources, including processing key and conference room requests, coordinating seminar and event announcements, and serving as a primary point of contact for internal and external inquiries.
• Independently screens, routes, and resolves requests to support efficient communication, accurate information distribution, and effective departmental operations.
• Maintains and organizes departmental records and information systems, including files, listservs, office locations, and faculty, staff, and student contact information.
• Drafts, edits, and coordinates departmental communications and materials, including correspondence, announcements, newsletters, and event invitations, for both internal and external audiences.
• Manages daily mail processing and maintains organized, accurate, and up-to-date departmental files and records, including basic project and task tracking to support ongoing initiatives.
• Provides advanced entry-level financial and administrative support, including preparing purchase orders, processing expense and travel reimbursements, performing PCard reconciliations, tracking expenditures, and coordinating with the business office to resolve discrepancies and ensure compliance with university policies.

Department Meeting & Event Planning & Support:

• Independently coordinates a wide range of meetings, appointments, and visits for faculty, invited speakers, departmental guests, and committees. This includes polling participants; scheduling meetings; preparing and distributing invitations, agendas, and materials; reserving rooms; coordinating audio/visual equipment; selecting and working with catering vendors; arranging food and beverages; and providing on-site logistical support.
• Assists with planning, coordination, materials preparation, vendor communication, and day-of-execution to ensure successful events.
• Provides comprehensive administrative support for departmental events and programs, including colloquia, student engagement activities, recognition events, large meetings, and departmental celebrations.
• Takes and distributes meeting minutes and follow-up materials as required.
  

Knowledge,
Skills, and Abilities (KSAs):

• Knowledge of standard office practices, administrative procedures, and operational processes within a higher education or a similarly complex organizational environment.
• Demonstrated ability to provide high-level customer service and maintain a professional, welcoming front office presence while exercising discretion and independent judgment.
• Ability to interpret and explain policies, procedures, instructions, and logistical details in a manner that is organized, direct, and easy to understand, particularly for individuals who rely on concise communication and clear guidance.
• Excellent verbal, written, and interpersonal communication skills, with the ability to communicate effectively and professionally with a wide range of audiences, including faculty, academic leadership, staff, students, and external partners.
• Strong organizational skills and exceptional attention to detail, with the ability to independently prioritize work, manage multiple concurrent projects, anticipate needs, and meet deadlines in a fast-paced environment with minimal supervision.
• Ability to work collaboratively as part of a team while also functioning independently, demonstrating initiative, flexibility, and adaptability in response to changing priorities, processes, and occasional ambiguity.
• Proven ability to handle confidential and sensitive information with tact, discretion, and sound judgment in accordance with university standards.
• Effective problem-solving skills, including the ability to assess situations, apply policies, exercise initiative, and recommend or implement solutions as appropriate.
• Demonstrated strong work ethic, reliability, accountability, and personal initiative.
• Proficiency in the use of personal computers and Microsoft Office applications (Word, Excel, PowerPoint, and Outlook), with the ability to learn and effectively use additional university systems and software required to perform the essential functions of the position.

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.

• Prior experience supporting operations in higher education or in a similarly large and complex organization.
  
• Experience managing multiple overlapping projects, requests, or events while maintaining accuracy and professionalism.
  
• Experience interpreting, explaining, and applying policies, procedures, instructions, and logistical details in a manner that is organized, direct, and easy to understand, particularly for individuals who rely on concise communication and clear guidance.
  
• Experience using personal computers and Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
  
• Experience preparing and coordinating professional communications, announcements, newsletters, invitations, or correspondence for a wide range of audiences.