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Admin. Associate @ Univ. of Arizona

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    Posted: 25/Feb/2016 at 7:21pm
Administrative Associate
The University of Arizona, University Libraries, Access & Information Services (Dept. 1704)
Job Location: Main Campus, Tucson       

Please note that the ‘Posted Rate of Pay’ has been changed to “$34,784 - $47,243 Annually/DOE.” Additionally, the review date has been extended and slight changes were made to the ‘Duties and Responsibilities’ section.

The Access & Information Services (AIS) department at the University of Arizona Libraries provides seamless access to technology, information and reference services independent of time, location and format. AIS facilitates the use of physical and digital collections, while maintaining a safe, disruption free learning environment, and actively pursuing and implementing new services to meet the needs of our core customers.

The Administrative Associate provides high-level administrative support to the Head of AIS and team of 42 staff. This position entails using initiative, independent judgment and discretion concerning priorities with a high level of organization, time management and interpersonal skills; excellent customer service skills; flexibility to manage multiple assignments using analytical skills; and ability to work autonomously with minimal supervision. The Administrative Associate serves as a liaison to User Experience, Marketing and Public Relations, and Library Communications Council; assists with the coordination and production of library print graphic support. This position will perform a wide variety of functions in support of team services, which requires knowledge of Library, University and departmental policies and established procedures.

The position works in an environment where team members are located in five libraries across campus: Main, Science-Engineering, Special Collections, Fine Arts, and Health Sciences; working 24/5 and weekends for the purpose of supporting the education needs of customers and for promoting a safe and secure learning environment in the various libraries. The incumbent assists library users with basic information and referral needs at the Main Library Information Desk.

As needed, incumbent provides support for library-wide events, coordinating with other administrative support positions. The incumbent supports the library in its mission and vision in providing excellent customer service and, as needed, by serving on functional and cross-functional teams.

Work Hours: Mon: 7:30am-4:30pm; Tues: 7:30am-5:15pm; Wed-Thur: 7:30am-4:00pm; Fri: 7:30am-4:15pm. Note: Hours can vary (including evening or weekend hours) depending on events that require administrative support. This occurs on average a dozen times per year.

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. Diversity in our environment embraces the acceptance of a multiplicity of cultural heritages, lifestyles and worldviews. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies, as we believe that such experiences are both institutional and service imperatives. Because we seek a workforce with diverse perspectives and experiences, we encourage applications from individuals with demonstrated knowledge of and relevant abilities working with culturally diverse communities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs.

The University of Arizona has been recognized on Forbes 2015 list of America’s Best Employers in the United States and has been awarded the 2015 Work-Life Seal of Distinction by the Alliance for Work-Life Progress! For more information about working at the University of Arizona, see

Accepting a new position is a big life step. We want potential candidates and their families to be able to make informed decisions. Candidates who are considering relocation to the Tucson or Phoenix area, and have been offered an on-site interview, are encouraged to use the free services offered by Above & Beyond Relocation Services (ABRS). Ask your department contact to be introduced to ABRS prior to your visit.

Salary/Benefits: $34,784 - $47,243 Annually/DOE plus an outstanding array of benefits that include: medical, dental, vision, life insurance, short and long-term disability programs; state retirement, and pre-tax savings programs; UA/ASU/NAU tuition reduction for employee & qualified family members; paid holidays, vacation, sick and professional leave; child care and other life/work resources; wellness programs; access to UA recreation and cultural activities; and more.

* Demonstrates leadership, supervision and performance management skills in managing 4-6 student employees through accountability for assigned student management tasks (which include scheduling, training, creation and updating of documentation, day-to-day management, payroll approval, budgeting of $25,000, and performance management) and any assigned quality standards. Part of this responsibility includes demonstrating effective communication with various individuals (student employees, desk staff, supervisors, and accountants) to ensure work is performed in accordance with University and Library policies and procedures.
* Provides administrative support to Department Head and senior management including drafting, proofing and organizing confidential correspondence, memos, letters, reports, hiring documentation and project support, including coordination and scheduling of library spaces.
* Provides key administrative coordination and support (in-person, phone and via email) related to independently composing replies to correspondence, interpreting and explaining established policies and procedures, composing and summarizing reports and information; inventory, ordering, reconciliation and budget management including proposing, recommending and expending budget independently according to established team parameters; acts as liaison to Library Accountants and provides senior leadership with analysis of spending patterns of four budgets ($35,000-$40,000); coordination of catering and event planning; coordinates travel and plans/arranges meetings and events for department requiring higher level annual certification from University Financial Services Office; management of Library Voice Mail System; graphic support (signage, brochures, marketing, Library Hours on Website); assists with team statistics using Microsoft Excel and Access and updates team calendar using Microsoft Outlook and SharePoint. This work includes maintaining and updating documentation of work processes, data collection, needs assessment and analysis to demonstrate quality of work by meeting established quality standards and continually improving customer services. Works collaboratively with other individuals and departments both virtually and in-person.
* Provides customers with basic information, referral, technology and circulation assistance (in-person and online), including locating library information, resources, materials and services; negotiating overdue accounts and answering billing and collections questions; and troubleshooting technology software and hardware.
* Assists with the coordination and production of public facing print graphic support throughout four libraries across campus: Main, Science-Engineering, Fine Arts, and Health Sciences. This includes writing content and developing graphics. Collaborates with User Experience, Marketing and Public Relations, and Communications Council to create content frameworks, including voice and tone guidelines, editorial standards, and workflows. Collaborates with graphic designer and content strategist to create graphics and images that best represent the library’s messaging and brand.

* 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.

* Experience working in a professional office environment and a demonstrated ability to work in a fast-paced/multi-tasking environment prioritizing tasks and responding positively to unanticipated changes while exhibiting follow through and flexibility under demanding circumstances. This involves the ability to work proactively and constructively to identify, define and solve problems with customers and colleagues within the unit and library-wide.
* Evidence of excellent initiative, organizational and time management skills; evidence of the use of good judgment and solid analytical and problem-solving skills with ability to work autonomously with minimal supervision.
* Demonstrated customer service skills including ability to work with diverse people and serve a diverse population as well as taking a proactive approach to meeting customer need, coordinating with peers in order to effectively meet customer need, and initiating effective interventions that result in customer satisfaction. At times this may involve dealing with difficult customer interactions and work with outside departments to follow university policies and procedures in reporting building incidents and criminal activity.
* Evidence of excellent interpersonal skills, including business vocabulary, tact, discretion, good judgment, and proven ability to exercise discretion in working with highly confidential and sensitive matters. Skill in developing and maintaining good working relationships.
* Demonstrated ability of written and oral communication skills, including English composition, grammar, spelling and punctuation; proofreading ability.
* Experience recruiting, hiring, scheduling, training, approving payroll, developing and tracking wage budget and daily supervision of employees (e.g. part-time student assistants).
* Knowledge of basic accounting/budgetary procedures and principles as well as a high level of accuracy and attention to detail.
* Knowledge and skill in graphic design and layout.
* Demonstrated use of Microsoft Outlook, Excel, Word, Publisher, and Power Point presentation software as well as basic proficiency with Adobe Creative Suite (CS5 and later), Illustrator, and Photoshop.

* Ability to create effective training documentation and train, observe and evaluate individuals based on established work expectations.
* Demonstrated use of SharePoint and Drupal web editing software; demonstrated ability to acquire new technology skills.
* Ability and willingness to learn new skills as the work environment and customer needs change, showing initiative, personal confidence, motivation and management to work toward goals.
* Previous library experience and working knowledge of an Integrated Library System (i.e., Millennium preferred).

Opened: 2/12/16. First Review Date: 3/15/16. Applying by the first review date ensures your application materials will be reviewed. Closes: Open Until Filled. Apply at:, Job # S21111. Complete an application form and be prepared to attach a resume and letter of interest that describes how your experience and qualifications are fitting for this position. Please include contact information for three supervisory references (i.e. individuals who have managed your work and completed your performance reviews). Note: Candidates selected for in-person interviews will be asked to use 10-15 minutes during the interviews to present examples of their graphic design work and speak to software utilized when producing those designs. For questions regarding The UA Careers application system contact: 520-621-3662; TDD 621-8299 (M-F 8-5). For questions about the Libraries or status of the posting, contact Glenda Hendrickson, Library HR, at 520-621-6429 or The University of Arizona is an Equal Employment Opportunity – Affirmative Action Employer-M/W/D/V.
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