Administrative Support Assistant III, Chemistry and Biochemistry

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.