University of Arizona · 21 hours ago
Administrative Support Specialist
Tucson, AZ
Full-time
Onsite
Mid, Senior Level
$20/hr - $25/hr
5+ years expThe University of Arizona is committed to fostering an equitable campus culture, and they are seeking an Administrative Support Specialist to provide essential administrative support within the Office of Institutional Equity. This role involves managing complex administrative tasks, coordinating responses to record requests, and facilitating efficient record-keeping systems while maintaining a high level of professionalism and discretion.
EducationHigher EducationNon ProfitUniversities
Responsibilities
Perform a variety of complex clerical and administrative tasks as needed, including but not limited to managing the main office phone line, Ricoh copy machine, mail distribution, shipping and receiving, reporting maintenance issues, and submitting help desk tickets
Maintain, record, and address issues relating to OIE’s electronic case-management system in accordance with established procedures
Investigate, evaluate, and resolve routine to moderately complex administrative and operational obstacles impacting the department
Request copies of police records, track the status of requests, and provide updates to the assigned investigators
Coordinate responses to record requests (public records, Office of General Counsel, and others) by gathering, organizing, and tracking required documentation
Facilitate efficient records retention systems and procedures for the storage and retrieval of information and apply retention and disposition schedules that conform to legal, administrative, and fiscal requirements
Update and organize office files, including shared drives
Coordinate and schedule staff and department meetings, including technical support, room reservations, and catering
Prepare various UAccess documents, including P-Card transactions, packing slips for shop catalog, reimbursements, and other daily processing tasks in compliance with established guidelines
Assist staff with special projects as directed
Other related administrative duties as assigned, consistent with the scope and level of the position
Answer OIE’s main phone line delivering professional and courteous customer service throughout all interactions
Provide prompt administrative intake, referral, and triage support for employees or students seeking assistance; schedule appointments; respond to general questions; and apply established guidance when addressing general policy inquiries
Document all interactions with individuals and actions taken with attention to detail in accordance with established procedures
Follow up with individuals to provide administrative support and information, as appropriate
Independently compose confidential and non-confidential communications for review and approval, as appropriate
Handle confidential, sensitive, and complex situations in a professional, supportive, and equitable manner within the scope of assigned administrative responsibilities
Coordinate and run data reports using OIE’s electronic case management system in accordance with established reporting requirements
Conduct research and benchmarking activities regarding existing policies, procedures, and best practices related to discrimination and harassment for informational and administrative support purposes
Ensure administrative support and resources are coordinated appropriately, including collaborating with campus partners to facilitate access to established support and resources
Prepare and upload communication templates and resources to the electronic case management system as directed
Qualification
Required
High school diploma or high school diploma equivalency is required
5 years of relevant experience, or equivalent combination of education and work experience
Strong expertise in Microsoft Office Suite; Outlook, Word, Excel, Teams, and PowerPoint
Deep understanding of administrative and campus policies and procedures
Excellent writing and proofreading skills
Exceptional organizational skills, detail-oriented, able to prioritize strategically, and effectively juggle multiple projects while simultaneously prioritizing responsibilities to meet the department's operations
Ability to explain and respond to inquiries from a variety of sources based on the department's policies and procedures
Ability to problem-solve, propose solutions, and take initiative
Ability to work independently and as part of a team
Preferred
Working experience in higher education, human resources, or legal environment
Experience using University of Arizona systems: Financials, Employee, and Analytics
Working experience with Microsoft Office Technical Programs (Word, Excel, Outlook, Access, Publisher, Visio), Microsoft Office Cloud Programs (One Drive, SharePoint, Teams), Zoom, and Adobe Suite
Experience and proficiency with English composition, grammar, spelling, and punctuation
Experience using case management software
Benefits
Health, dental, and vision insurance plans
Life insurance and disability programs
Paid vacation, sick leave, and holidays
U of A/ASU/NAU tuition reduction for the employee and qualified family members
Retirement plans
Access to U of A recreation and cultural activities
More!
Company
University of Arizona
University of Arizona is a public research university that offers bachelor’s, master’s, doctoral, and professional degree courses.
10001+ employees
H1B Sponsorship
University of Arizona has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (138)
2024 (119)
2023 (146)
2022 (135)
2021 (146)
2020 (93)
Funding
Current Stage
Late StageTotal Funding
$88.9MKey Investors
US Department of EnergyGoogle.orgNational Science Foundation
2024-12-10Grant· $0.61M
2024-06-04Grant· $1M
2023-09-07Grant· $30M
Leadership Team
Chad Herzog
Associate Vice President, Arizona Arts
Recent News
Arizona Daily Star
2025-12-14
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2025-12-09
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2025-12-09
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