Administrative Associate, Department of History

At the College of Social and Behavioral Sciences (SBS), we work to investigate ideas, transform social conditions, and tell unheard stories. We prepare students, engage in research, and collaborate with community partners to address everyday challenges, be thoughtful problem-solvers, and build solidarity with others across the world. We are rooted in the unique sense of place in our Borderlands region. With more than 30 SBS majors, the College of SBS has a portfolio of competitive and highly ranked graduate programs. Seven of our graduate programs are nationally ranked in the top 25, including top 5 programs in anthropology, geography, political philosophy, and creative nonfiction. With a wide range of subjects to choose from, our students can explore subjects ranging from ancient philosophy to artificial intelligence.

The University of Arizona's Department of History invites you to apply for the role of Administrative Associate. In this role, you will provide administrative support to the Department of History within the College of Social and Behavioral Sciences. This includes coordinating undergraduate and graduate student programs, supporting faculty affairs, and performing all other administrative support functions, including making purchases, scheduling events, and space management.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include 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; and more!

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Administrative Support:

• Serve as the point of contact and respond to non-routine inquiries from faculty, staff, students, alumni, the public, and external stakeholders utilizing knowledge of department and university policies and procedures.
• Provide administrative support to the departments and department committees, inclusive of special projects.
• Coordinate the planning and logistics for department events.
• Support the day-to-day administrative functions of the units (e.g., department communications, coordinating lecturers, ordering supplies and textbooks, taking meeting notes, and completing mailings).
• Coordinate travel for faculty, visiting lecturers, and recruitment candidates.
• Assist the Program Coordinator with scheduling Summer and out-of-semester teaching as needed.
• Maintain unit listservs, phone contacts, directories, shared drives, mailboxes, office supplies and equipment, student position postings, etc.
• Communicate with department, College, and University offices on related department matters.

Faculty Affairs:

• Compile and review promotion and tenure and third-year review dossier packets for the departments. Review material to make sure all components are complete, signed, and compliant with applicable requirements. Coordinate and communicate with College Faculty Affairs, review committees, candidates, department head throughout the process.
• Assist with the annual performance reviews process for faculty and serve as faculty portfolio coordinator.
• Organize travel and itinerary for visiting faculty candidates and research scholars. Handle logistical arrangements, advise on appropriate University processes.
• Coordinate sabbatical, leaves, and reporting for academic program reviews and accreditation processes. Maintain the sabbatical tracking spreadsheet and provide support throughout the process.
• Process & manage Designated Campus Colleagues (DCCs), visiting scholars, and international scholar and visa issues.
• Coordinate faculty awards, orientations, and recruitment. Complete, troubleshoot and manage Scholarship Universe processes and coordinate with faculty committees as well as relevant college and campus units.
• Work with faculty committees and coordinators to help manage GTA semester evaluations. Assist the Program Coordinator, Director of Graduate Studies (DGS), and Director of Undergraduate Studies (DUS) in managing these activities.

Marketing Support:

• Produce and update unit websites, newsletters, promotional materials, and assist with social media.

Building/Unit Space Management:

• Coordinate day-to-day space matters, moves and renovations, and plan for future space needs.
• Coordinate building and room access and provide security response for unit space(s).
• Maintain general office spaces, storage areas, shared office machinery, equipment inventory, safety protocols, incident reports, etc.
• Manage Cat Card Access, including authorization, management, and lost key forms.

Knowledge,
Skills, and Abilities (KSAs):

• Exceptional interpersonal skills.
• Effective oral and written communication skills.
• Demonstrated ability to work collaboratively within a team environment and under supervision.
• Ability to learn and implement new technologies.
• Proficient with Adobe, Microsoft Office Suite, and other applications related to the position.
• Self-motivated with strong creative problem-solving skills.
• Ability to multitask, prioritize tasks, and manage time effectively.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• 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.

• Experience working in higher education.
  
• Experience using UA Analytics and other relevant software systems used at the University.

Please upload your cover letter as a separate attachment.

Finalists will be asked to provide at least three professional references.