Administrative Associate, Job #58205

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Water Resources Research Center, University of Arizona

The Water Resources Research Center (WRRC) is seeking to hire a highly qualified and competent professional to provide administrative support. The Administrative Associate position will provide quality and responsive support for the WRRC Administration with specific duties to the Director, Sharon B. Megdal. This position will oversee the day-to-day management of the WRRC and serve as a liaison to the WRRC stakeholders and staff.

The ideal candidate for this position will be an experienced administrative associate professional who excels in providing comprehensive support to the leader of a dynamic, diverse unit. Exercising initiative, resourcefulness, integrity, and good judgment will be essential. Must be a team player who can collaborate with others and represent the best interests of the Director and the WRRC.

Duties and responsibilities include:

  • Provide high-level support for the coordination of activities and functions of the Water Resources Research Center, ensuring that the goals and objectives are accomplished in accordance with priorities, time, funding limitations, and other specifications;
  • Perform a variety of advanced administrative and support activities for the WRRC Director to include: fielding telephone and email inquiries; composing replies to correspondence on own initiative; summarizing information to facilitate review by Director; handling confidential files; investigating, evaluating, and resolving problems; and occasionally coordinating the activities of other department staff within the scope of duties for the position;
  • Manage the Director’s calendar, regularly prioritizing and arranging meetings, conferences, and appointments. Facilitate travel arrangements, making reservations as needed, constructing itineraries, and preparing travel authorizations;
  • Direct, coordinate and monitor administrative tasks related to the WRRC using a team approach. Coordinates the day-to-day activities of the WRRC. Serves as liaison to faculty, staff, students, outside agencies, and the public;
  • Compose, produce, and edit correspondence, and reports. Prepare, format, and proofread materials using MS Office Suite, primarily Word, PowerPoint, and Excel;
  • Anticipate and prepare background materials for reports and outreach information as needed in collaboration with others in the unit;
  • Field and respond to internal and external requests for information;
  • Interpret and communicate established department policies and procedures; recommend new or revised department policies and procedures; and coordinate and implement approved changes in policies and procedures affecting assigned functions;
  • In collaboration with other staff, design and implement systems and processes to support the smooth and timely completion of ongoing responsibilities;
  • Manage complex projects with a high degree of attention to detail, accuracy, and quality within project timelines, focusing on prioritized areas and overall effectiveness;
  • Work closely with WRRC staff to plan annual conference and other special events and provide support on-site as needed. Among other duties, this will include organizing, scheduling, reserving rooms, preparing agendas and programs and providing administrative support for workshops, meetings, and events;
  • Assist in organization of and communication with the WRRC External Advisory Committee;
  • File and maintain documents and correspondence;
  • Liaison with the business office and provide back-up and support to the business office as needed;
  • Organize facilities, space, furnishings, and equipment in cooperation with Business Manager, IT staff, and Office Assistant. Oversee office logistics, asset relocation, and infrastructure services to unit. Serve as main contact in regards to building and facilities issues;
  • Other duties as assigned.

Minimum Qualifications:

  • Bachelor's degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR,
  • Five years of directly related administrative experience; OR,
  • Any equivalent combination of experience, training and/or education approved by Human Resources.

Additional Minimum Qualifications:

  • Strong project, information, and organizational management skills, the ability to work independently and in a team environment, exercise sound judgment and initiative, and interact effectively with a diverse array of individuals and groups;
  • Excellent writing, editing, customer service, oral communications and interpersonal skills;
  • Advanced MS Word, Excel, Access, Drupal, UAccess and PowerPoint skills.
    Experience with databases and calendar scheduling systems;
  • Ability to prioritize tasks and responsibilities in a fast-paced, multi-tasking environment; respond positively to unanticipated changes; and meet designated deadlines.

Preferred Qualifications:

Experience with University of Arizona systems and procedures.