Administrative Associate

The Administrative Associate serves as a central point of coordination for administrative operations, executive support, student and stakeholder engagement, event planning, data management, and technology systems support. This position contributes directly to the effectiveness of academic advising services that support undecided/undeclared students and Pre-Professions (Pre-Health and Pre-Law) student populations.

This role requires exceptional professionalism, discretion, organizational ability, and communication skills, as well as the capacity to manage multiple priorities in a dynamic university 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!

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• Provide high-level administrative support to the Assistant Vice Provost for Academic Advising, including complex calendar management, meeting coordination, correspondence, and logistical planning.
• Manage executive schedules proactively by prioritizing appointments, resolving conflicts, and ensuring timely preparation for meetings and events.
• Organize and coordinate regular and ad hoc meetings involving administrators, faculty, staff, donors, alumni, and external partners; prepare and distribute agendas, materials, and follow-up documentation.
• Record meeting notes and disseminate relevant information and action items to appropriate stakeholders.
• Create and maintain professional marketing materials, flyers, handouts, website content, and digital communications to support outreach, engagement, and office initiatives.
• Maintain and update departmental data systems and records, ensuring accuracy, confidentiality, and effective reporting practices.
• Manage event logistics such as room reservations, audiovisual equipment, catering, accommodations, rentals, invitations, and event communications.
• Exercise sound judgment and professionalism when responding to inquiries and resolving administrative issues independently.
• Maintain the highest level of confidentiality and professionalism when managing sensitive student, employee, financial, and departmental information, ensuring compliance with university policies, privacy regulations, and ethical standards.
• Support the coordination and manage the planning and execution of key departmental events and initiatives, including the Meet Your Major Fair and Health and Law Expos. Responsibilities include developing event timelines, coordinating logistics, communicating with campus partners and vendors, managing event materials, tracking project progress, and ensuring successful event implementation.
• Serve as a professional and welcoming point of contact for students, faculty, parents, staff, and community members seeking information about advising services, professional school preparation, and university resources.
• Provide exceptional customer service in person, by phone, and through written communication, ensuring inquiries are addressed accurately and efficiently.
• Support front desk operations and lobby coverage as needed, maintaining a professional and student-centered environment.
• Collaborate with Trellis partners to support the development, implementation, troubleshooting, and enhancement of advising applications and workflows.
• Coordinate and support signature programs and events, including Major Exploration initiatives, Major Fairs, New Student Orientation, Health and Law Expos, workshops, presentations, and other advising-related programs.
• Maintain the department's master event calendar and ensure leadership and staff are informed of upcoming deadlines and activities.
• Provide administrative support for academic advisors.
• Support departmental programs, projects, and special initiatives as assigned.
• Perform other duties as assigned in support of departmental and university priorities.

Knowledge, Skills, and Abilities:

• Exceptional verbal and written communication skills with the ability to interact professionally with students, faculty, administrators, staff, donors, and community partners.
• Demonstrated ability to manage confidential and sensitive information with discretion and professionalism.
• Strong organizational, time-management, and prioritization skills with the ability to work independently in a fast-paced environment.
• Proven ability to coordinate multiple projects and deadlines while maintaining accuracy and attention to detail.
• Advanced proficiency with Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint), Zoom, Google Workspace, Qualtrics, Canva, and Adobe products.
• Knowledge of university systems and processes, including (Peoplesoft) UAccess, UAccess Analytics, and (Salesforce)Trellis advising systems.
• Ability to collaborate effectively across departments and within a complex organizational environment.
• Flexibility to support occasional evening or weekend events as needed.
• Commitment to fostering a collaborative, respectful, and student-centered workplace culture.
• Demonstrated effective communication with various campus populations.
• Demonstrated excellent communication and presentation skills and proactive, open, and responsive interpersonal skills.
• Demonstrated ability to communicate effectively with university personnel: faculty, college deans, administrators, and staff, as well as representatives from business and the community.
• Demonstrated knowledge of standard office policies and procedures.
• Knowledge of UA administrative, academic, and business policies and procedures.
• Strong calendar and organization skills.
• Ability to think critically, solve problems, and make decisions independently.

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.

• Certificate in Secretarial Science.
  
• Experience using UA web-based forms.
  
• Experience with Trellis Advising and UAccess.
  
• Strong customer service experience in an educational environment.