Administrative Associate, Office Operations

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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Administrative Support:

• Primary role is to staff the front desk. This includes supervising and managing front desk functions at the Thrive Center and Transfer Center, including scheduling and coverage.
• Acts as the Thrive Center's primary contact for incoming calls and emails. This includes transferring calls, messages, emails, and walk-ins to the appropriate staff member.
• Ensure a welcoming and accessible environment at all front desk locations and provide excellent customer service.
• Address and resolve customer service issues in response to student questions, walk-ins, and email inquiries. This includes an in-depth knowledge and understanding of campus resources and other services areas on campus.
• The management of the front desk staff involves recruitment, training, supervision, and evaluation of a team of up to three student office assistants.
• Conduct regular one-on-one meetings and team meetings to provide guidance and feedback.
• Approve payroll for office assistant staff and maintain compliance.
• Collaborate with the supervisor to develop and improve front desk procedures and service delivery.
• Provide comprehensive administrative support to a team comprised of up to 20 professional staff, four graduate assistants, and over 60 student employees.
• Facilitate efficient communication with the supervisor, providing updates on progress and outcomes.
• Office scheduling, logistics coordination, and event support, including classroom and event space reservations, ordering and purchases, coordination of catering, and completing relevant paperwork.
• Serve as the primary contact for Facilities Management and Student Success District building managers regarding office space and resources.
• Coordinate with other campus departments for technology requests, maintenance issues, and event support.
• Monitor and order supply inventory.
• Regularly update training resources, policies, and departmental procedures to enhance operational efficiency.

Data & Website Management:

• Ensure accurate documentation of student visits and interactions, utilizing data management tools effectively.
• Conduct regular audits of data to identify discrepancies in tracking systems.
• Maintain the Thrive Center and Transfer Student Center website with current staff, events, and information.
• Assist with application updates through Microsoft Forms, Microsoft Lists, and Qualtrics.

General Office:

• Participate in committees as requested and in alignment with this role.
• Participate in Thrive Center and Transfer Student Center meetings, trainings, planning meetings, and events, as needed.
• Contribute to the overall function of the office.

Knowledge, Skills and Abilities:

• Strong customer service skills and ability to train others in this area.
• Knowledge of FERPA and ethical principles in working with students; supervision principles and practices; office and administrative practices and principles; policies, practices, procedures associated with student support programs; leadership practices and coordinating activities of others.
• Ability to effectively communicate; work well with a team; manage projects in a timely manner with attention to detail and a high degree of openness to new approaches and new ideas; problem solve and make decisions.
• Skill in recording and compiling material for reports; providing quality customer service; the operation of a variety of office machines including personal computers, telephones and copiers; Microsoft Office products and applications (i.e. Excel, Word, Lists, and Forms).
• Demonstrated organizational skills and attention to detail.

• 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.