Executive Assistant

(Administrative Support Professional I)

The Department of Hydrology and Atmospheric Sciences has merged two very distinguished departments and dissolved disciplinary boundaries to develop new and bold strategies to characterize, monitor, and model the hydrosphere. Our new vision is to lead the world in integrated and quantitative hydrologic and atmospheric sciences, and develop the knowledge needed to solve Earth's water, hydrogeologic, weather, and climate-related problems.

This position supports Department Head with a variety of executive and administrative tasks, coordinates faculty affairs, department events and marketing support. Provides guidance for department head and committees and is the primary point of contact for the department.

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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Executive/Administrative
Support:

• Schedule/maintain Department Head's calendar.
• Assist with confidential matters within the department.
• Gather, compile, verify, and prepare information for the Department Head for use in memos, reports, presentations, and as requested.
• Develops and writes communications to the department, college and university on related department matters.
• Point of contact for inquiries from faculty, staff, students, alumni, public and external stakeholders utilizing department and university policies and procedures.
• Coordinates logistics for visiting faculty, lecturers, and recruitment candidates.
• Organizes biannual advisory board and monthly faculty meetings, disseminating information and taking minutes.

Faculty Affairs:

• Compile and review Promotion and Tenure and Third Year Review Dossier Packets for the departments.
• Assist with annual performance reviews process for faculty and serve as Faculty Portfolio coordinator.
• Coordinate sabbatical, leaves, and reporting for academic program reviews and accreditation processes.
• Coordinate faculty awards, orientations, and recruitment.
• Knowledge of the Faculty Portfolio and RPT system, advising Department Head and P&T Committee on policies and procedures.
• Work closely with college faculty affairs representatives to provide information when needed.

Administrative
Support:

• Responsible for department PCard, monitoring, recording proper use and knowledgeable on purchase regulations and travel procedures. Being available to check out cards during regular office hours.
• Coordinate the planning and logistics for department events.
• Authorize keys and building access. Holder of master keys to give access to rooms for individuals within the department.
• Moderator and maintain Sympa mailing list.
• Monitor and direct one university staff employee on various departmental administrative tasks.
• Maintain general office spaces, shared office machinery, equipment and supply inventory.
• Proficient w/ Adobe, Microsoft Office Suite, Box, UA Analytics, and other applications related to the position.

Marketing
Support:

• Facilitates smooth communication within the department and external.
• Knowledge of UA Trellis (Content Builder and Power User) to create and send out material to alumni and department.
• Supervise Public Relations Student Worker.
• Work with public relations students working on producing bi-yearly newsletters and populating display monitors with information on a regular basis.
• Disseminating information regularly to department employees and alumni.

Knowledge, Skills, and Abilities:

• Exceptional interpersonal skills.
• Effective oral and written communication skills and attention to detail.
• Self-motivated and creative problem solver.
• Ability to learn and implement new technologies.
• Ability to multi-task, prioritize, and manage time effectively.
• Ability to handle confidential and sensitive information.
• Skills in event planning.
• Ability to work independently and take on new duties as needed.

• Bachelor's degree or equivalent advanced learning attained through experience required.
• 1 year of relevant work experience may be required.

• Experience supporting a medium-to-large department.
• Experience supporting a Director, Associate Department Head or Department Head.
• Experience in U of A policies and procedures for P&T, sabbatical, annual reviews, etc.
• Experience in UAccess (including Analytics), Faculty Portfolio (including RPT).
• Experience in Box, Sympa, Trellis.
• 5 years of relevant University of Arizona work experience.