Receptionist/Administrative Assistant

The BIO5 Institute at the University of Arizona seeks candidates for a full-time Administrative Support Assistant I (Receptionist/Administrative Assistant) to manage the front-desk operations for the BIO5 Institute in the Thomas W. Keating Bioresearch Building. The successful candidate will need to adapt quickly to departmental priorities, operate in a dynamic work environment, and interact, pleasantly and professionally, with a broad spectrum of visitors to BIO5. The position is general in nature and will support a number of BIO5 staff members. The BIO5 Institute connects and mobilizes hundreds of world-class plant, animal, and human bioscientists, engineers, physicians, and computational researchers to develop creative solutions for complex challenges such as disease, hunger, water and food safety, and other health issues facing Arizona.

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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• Greet and assist visitors in a courteous and professional manner.
• Answer
  and route incoming phone calls; take messages as needed.
• Respond
  to general inquiries via phone, email, or in person.
• Maintain
  the front desk area and lobby to ensure a tidy and organized appearance.
• Under the direction of the Front Office Lead, assist with training
  of student employees on front desk activities, communications styles, customer
  service, golf cart management and room reservation processes.
• Support
  the setup and organization of Smartsheets used for front desk tracking and
  coordination.
• Organize
  and distribute incoming and outgoing Federal Express and USPS mail in
  accordance with office procedures.
• Support
  vendor show activities by following established policies and assisting with
  related logistics.
• Assist in drafting and maintaining BIO5 resource materials, such
  as the Operations Manual, Emergency Binder, instructional documents, and
  membership procedures. Make recommendations in support of these
  processes.
• Support
  the onboarding process for new front desk student employees by preparing
  materials, sharing policies, and providing guidance on procedures as directed.
• Processing
  and updating of all new and renewal membership applications.
• Corresponding
  with faculty regarding membership.
• Support
  coordination of monthly Membership Team meetings by scheduling the meeting
  date, sending invites, gathering agenda items, drafting the agenda, and
  providing in-meeting assistance such as managing screen sharing and guiding the
  group through the agenda.
• Providing
  EA with list of new members at the beginning of every month.
• Keeping the
  faculty listserv current by adding new members and removing former members.
• Working
  with IT staff to address any issues that arise with the Member Track
  application.
• Manage
  accurate list of building occupants including PIs and Lab Managers.
• Gather contact information and office location of building
  occupants.
• Ensure
  the BIO5 Emergency Action Plan is accurate and up to date.
• Assist
  with scheduling for BIO5 director when executive assistant is unavailable.
• Assist
  with setup of executive level meetings.
• Monitor
  BIO5 director's calendar for upcoming in-person meetings.
• Inform BIO5 director or executive assistant of arrival guests.
• Additional
  duties may be assigned.

Knowledge, Skills and Abilities:

• Strong attention to detail.
• Effective
  communicator.
• Proficient
  in computer/technology software and systems, to include phone systems and other
  communication devices.

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

• Experience with standard office equipment.
• Experience with Microsoft Office Suite of applications.
• Experience with Smartsheet, google sheets, Qualtrics, and/or other office applications.
• Experience managing listservs.