Administrative Assistant & Receptionist

Administrative Assistant & Receptionist Posting Number req23589 Department Research Innovation & Impact Department Website Link Location Main Campus Address Tucson, AZ USA Position Highlights The Office of Research & Partnerships at the University of Arizona is seeking a full-time Administrative Assistant and Receptionist for the Sr. Vice President for Research & Partnerships office. This versatile role combines administrative, receptionist, purchasing, supplies management, and travel support duties to ensure efficient operations in a dynamic research environment.University of Arizona Research & PartnershipsResearch is essential to improving lives, strengthening communities, preparing a competitive workforce, and driving solutions to the grand challenges we face.The Office of Research and Partnerships expands the capacity of the University of Arizona research enterprise by fostering purposeful convergence and building powerful collaborations across academia, industry, government, and communities. Through this work, we translate discovery into impactadvancing knowledge that serves Arizona and resonates far beyond.

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; retirement plans; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities

Duties and Responsibilities:

Receptionist Duties:

• Serve as the first point of contact for visitors; greet and register guests while maintaining a professional, welcoming environment.
• Answer, screen, and route incoming telephone calls and inbound emails; manage general inquiries in person, by phone, and via email.
• Schedule and coordinate appointments with Executive Associates and support conference room scheduling.
• Maintain the reception area, ensuring a tidy and organized space.
• Handle incoming mail and packages; distribute materials to appropriate staff or departments.

Purchasing Transactions:

• Assist in the preparation and processing of purchase orders and requisitions for supplies, equipment, and services.
• Track the status of orders, contracts, and deliveries; liaise with suppliers to ensure timely procurement and resolve any issues.
• Verify and reconcile invoices, ensuring accuracy and compliance with university purchasing policies.
• Maintain organized records of all purchasing activity for easy retrieval and audits.
• Research vendors and support contract negotiations as necessary.

Travel Support:

• Coordinate domestic and international travel for the team, as needed.
• Arrange transportation, accommodations, and itineraries; assist with preparation and processing of travel documents and reimbursements.
• Provide guidance on university and departmental travel policies and procedures.
• Maintain records of travel requests, authorizations, and expenditures for budget tracking and compliance purposes.

Supplies Management:

• Manage inventory of office and research supplies; monitor stock levels and anticipate reordering needs to prevent shortages.
• Create and maintain an office inventory system, tracking usage and organizing storage for efficiency.
• Coordinate with staff to identify supply needs and implement cost-effective ordering practices.
• Educate office personnel on responsible supply use and report low stock promptly
• Additional clerical and meeting support as needed. This may include supporting VIP visits, such as providing on-campus transportation (via golf cart), managing the meeting room (including AV), etc.

Additional duties may be assigned.

Knowledge, Skills, and Abilities:

• Microsoft Office Suite proficiency, particularly Outlook, Word, and Excel.

Minimum Qualifications

• High school diploma or high school diploma equivalency is required, and
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Experience at the University of Arizona.
• Experience with VIP visits.

FLSA Non-Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1.0 Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay DOE Compensation Type hourly rate Grade 4 Compensation Guidance The Rate of Pay Field represents the University of Arizonas good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidates work experience, education/training, key skills, and internal equity.

The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator . Career Stream and Level OC2 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 Sherlyn Kramer I ... Open Date 8/1/2025 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the Universitys campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at ....