Job Description

Executive Assistant
Posting Number req16208
Department Secretary of the University
Department Website Link
Location Main Campus
Address Tucson, AZ USA
Position Highlights

The Executive Assistant to the Vice President, Chief Safety Officer, under the Office of the Secretary of the University plays a vital role in supporting the Vice President, Chief Safety Officer and providing high- level administrative support. This position regularly interacts with a wide variety of senior-level constituents across the division and the University, thus requiring considerable use of professional acumen, discretion, and tact.

A successful candidate will demonstrate a proactive approach to assigned tasks and possess strong attention to detail. They should be a highly professional individual capable of effectively managing a wide range of responsibilities while upholding the utmost standards of confidentiality and professionalism.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA 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 .
Duties & Responsibilities

Administrative Support:

• Proactively anticipates the needs of the VP, maintaining the highest level of confidentiality throughout all interactions
• Vet emails and alert VP to immediate deadlines and commitments
• Attend meetings as designated by supervisor and actively engage in capturing detailed notes, producing accurate minutes, agendas, correspondence, and supporting materials for dissemination
• Takes charge of the organization and coordination of various aspects related to the VP\'s day to day
• Organize all aspects of high-level candidate visits.
• Maintains strong professional relationships to ensure seamless coordination and representation of the VP\'s interests and priorities.
• Review and resolve typical administrative/operational problems or situations impacting OPSD, within scope of position
• Organize ongoing individual, group, and office-wide staff development, team-building, and recognition opportunities.
• Track and update outlook contacts to ensure information is accurate and recent.

Calendaring & Meeting Management:

• Manages and maintains VP\'s complex calendar, exercising sound judgment to prioritize tasks and commitments effectively
• Manages coordination of meetings to include scheduling, location arrangements, catering, and preparation of supporting materials
• May compile and prepare information for use in documents such as memos, letters, reports, and presentations
• Organize meetings, retreats and other special events (scheduling, location, food, and gather supporting materials

Travel Coordination & Record keeping:

• Coordinates pre- and post travel arrangements, itineraries, and tracks all necessary modifications to ensure smooth travel for VP
• May prepare and submit various financial documents on behalf of VP including travel authorizations and reimbursements, purchasing card documents, supply orders, and expense reimbursements.
• Maintains records of projects and assigned tasks ensuring their accuracy, timeliness, and appropriate archiving when needed.

Minimum Qualifications

• Bachelor\'s degree or equivalent advanced learning attained through experience required.
• 1 year of relevant work experience required.

OR

• Equivalent combination of education and work experience.

Preferred Qualifications

• Previous work experience in a University setting
• Experience in planning and coordinating activities and programs

FLSA Non-Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job FTE 1.00
Work Calendar Fiscal
Job Category Organizational Administration
Benefits Eligible Yes - Full Benefits
Rate of Pay $23.55 - DOE
Compensation Type hourly rate
Grade 7
Career Stream and Level PC1
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 1
Target Hire Date
Expected End Date
Contact Information for Candidates Steven Patterson
scpatterson@arizona.edu
Open Date 5/23/2023
Open Until Filled Yes
Documents Needed to Apply Resume and Cover Letter
Special Instructions to Applicant
Diversity Statement At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

University of Arizona