Administrative Coordinator jobs at Midwestern University - 279 jobs

The Department of International Health is seeking a Research Project Assistant for The Center for Indigenous Health (CIH). The Research Project Assistant provides entry-level administrative support for a research project. Will assist with tasks that may include community outreach, data collection, sample collection, laboratory work, and/or field work. Collects and/or organizes data through implementation of research procedures and understanding of research goals. Specific Duties & Responsibilities Assist with collection and organization of data per study requirements, e.g. participant interviews, administer questionnaires, conduct background research, etc. Assist with setup of tools and procedures for data collection and study processes. Enter data into the database. Run routine queries of the data. Perform basic literature searches. Other duties as assigned. In addition to the duties described above Conducting clinical research procedures (screening, informed consent, questionnaires, specimen collection, and sample processing). Collecting, coding, entering, and maintaining data and ensuring accuracy and organization of case files. Serving as the primary contact for study participants, including scheduling, escorting, providing follow-up, and transportation as needed. Traveling regularly to community-based trainings, JHU worksites, and fulfilling other Center-wide programmatic duties as needed. Must be comfortable collecting saliva, urine, or blood samples from participants. Minimum Qualifications High school diploma or graduation equivalent. Six months of work experience. Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula. Preferred Qualifications Native language speaker. Ability to translate technical medical terminology and concepts into relatable language and examples. Knowledge of local geography and culture, prior work experience in this community. Prior research experience. Proficiency in the use of computers, including software applications, databases, spreadsheets, and Word Processing. Excellent organizational and time management skills. Independent and self-motivated. Highly organized and detail oriented. Ability to manage multiple and competing priorities. Excellent oral and written communication skills. Demonstrated strong, positive interpersonal skills. Ability to communicate effectively across disciplines and within a variety of cultures. Technical Skills & Expected Level of Proficiency Analytical Skills - Awareness Data Entry - Awareness Electronic Office Tools - Awareness Information Gathering - Awareness Interpersonal Skills - Awareness Oral and Written Communications - Awareness Organizational Skills - Awareness Research and Analytical Skills - Awareness The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs. Classified Title: Research Project Assistant Role/Level/Range: ACRO40/E/02/CB Starting Salary Range: $15.40 - $23.25 HRLY (Commensurate w/exp.) Employee group: Full Time Schedule: Monday to Friday 8:00 AM - 4:30 PM FLSA Status:Non-Exempt Location: JHU - Arizona Department name: Center for Indigenous Health Personnel area: School of Public Health Total Rewards The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: benefits-worklife/. Education and Experience Equivalency Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. Applicants Completing Studies Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date. Background Checks The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function. Diversity and Inclusion The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion. Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. EEOis the Law Accommodation Information If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit . Vaccine Requirements Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly. The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

University Payables . Under the general supervision of a designated supervisor, independently perform a variety of highly complex technical and functional duties of University Payables. The Vendor Services section provides an important role in establishing and maintaining relationships with external vendors. This position may be available for remote work. It is a fast-paced, high-volume, and engaging position with a variety of responsibilities that impact nearly every corner of the University. Duties & Responsibilities * Create, maintain, and update vendor records in the University's databases to ensure the accuracy and completeness of vendor profiles. This requires a variety of critical-thinking skills, an understanding of the University's systems, and the utilization of Robot Process Automation (RPA), as applicable. * Serve as the front-line of defense against fraudulent attacks, utilizing a variety of critical thinking skills and resources such as: querying the Internal Revenue Service Database to verify tax information, performing searches on other platforms for any governmental restrictions, and utilizing other open-source information gathering tools. * Perform activities to educate and facilitate vendor understanding of University invoicing, payment terms, practices, and payment requirements. Serve as a subject matter expert when responding to emails, telephone calls, or directing questions to the appropriate unit. This includes responding to a variety of questions about a multitude of situations, even those unrelated to the core duties of University Payables. * Coordinate, assist, and advise campus units' use of vendor records in Chrome River software and assist with the completion of payments. * Maintain a professional working relationship with external vendors and University units on all campuses by serving as a subject matter expert and liaison between campus customers and University Payables to promote understanding of accounts payable policies and procedures. Utilize communication skills to resolve discrepancies and solve a variety of problems. * Based upon acquired knowledge of University Systems and procedures, compose correspondence or make phone calls to both outside vendors and campus units to provide and solicit information in the resolution of problems. Contact departments or vendors to resolve questions concerning discrepancies in legal name, tax identification numbers (TINs), remittance addresses, or any other issue that presents an obstacle to maintaining accurate data in the University's systems. * Actively participate in identifying, developing, and, with appropriate approval and direction, implementing strategies for process and efficiency improvements related to Accounts Payable Vendor Support. Contribute to the development of written procedures for both internal and external training needs. Participate in the formulation and implementation of policies/procedures related to Accounts Payable functions. * Assist in the preparation of 1099 tax forms, as needed. * Perform other duties appropriate for a Business/Administrative Associate classification, such as representing University Payables in cross-functional meetings and/or serving on various committees. Actively participate in and contribute to University Payables' meetings and activities. Minimum Qualifications 1. Bachelor's degree in business administration, management, or a field related to the position. 2. Two (2) years of professional business, financial, and/or managerial work experience. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.) Preferred Qualifications 1. Certified Accounts Payable Associate (CAPA) certification from the Institute of Financial Operations or equivalent. 2. Experience acquired in a higher education environment, preferably at the University of Illinois. 3. Experience or knowledge of banking systems and processes such as ACH (direct deposit), electronic payment methods, etc. 4. Knowledge of high-volume data processing and validation standards. Familiarity with computer or robot automation processing. Knowledge, Skills and Abilities * Comprehensive knowledge of generally accepted accounting principles and accounts payable best practices. Familiarity with the Business and Financial Policies and Procedures Manual of the University of Illinois, the State of Illinois, and University procurement statutes, regulations, and procedures. * Excellent organizational, communication, and management skills. Interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships. Ability to handle multiple tasks simultaneously and meet deadlines with accuracy. * Strong computer software skills in Microsoft Suite, including proficiency with Microsoft Outlook, Word, Excel, and OneNote; Prefer experience with Banner Finance, Banner Document Management, and iBuy applications. * Ability to work independently and exercise good judgment and discretion in the performance of all work assignments. Ability and willingness to perform at consistently high levels and to demonstrate initiative in the performance of duties. Appointment Information This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible. The budgeted salary range for the position is $48,000 to $51,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Sponsorship for Work authorization is not available for this position. System Office jobs such as this one are not eligible for the Referral Program. For more information on Civil Service classifications, please visit the SUCSS web site at ************************************************************ Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on Sunday, January 25th, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through ************************* will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Bree Smith at *********************. For questions regarding the application process, please contact ************. At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive. Champaign-Urbana Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify. Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at ************, or by emailing accessibility@illinois.edu. Requisition ID: 1034546 Job Category: Professional and Administrative Apply at: *************************

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity. Compensation & Benefits Please click on the links below to view our competitive, comprehensive benefits package: * Hiring Range The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons. * Benefits * PTO Overview * Job Classification: Non-Exempt * Employment Category: Full time staff * Grade Level: 5 About the Department The Art Institute of Chicago's collection of prints and drawings comprises works on paper from the thirteenth century to the present. The collection holds approximately 15,000 drawings, 40,000 prints, 1,000 illustrated books, and continues to grow with a focus on global practitioners. Particular strengths are French 19th-century prints and drawings; British, French, and Italian drawings; strong collections of Albrecht Dürer, Rembrandt van Rijn, Francisco Goya, and James McNeill Whistler, and twentieth-century American prints. Position Summary Reporting to the chair, and in close consultation with departmental colleagues, manages the administrative functions and activities of the department. Ensures efficient and effective operation of the department on a daily basis, assuming additional responsibilities as appropriate. Performs clerical and administrative duties, including managing all accounting, payroll, personnel, and facilities requests for the department, and works on a variety of independent projects. At the discretion of the chair and in collaboration with other departmental staff, supports ongoing projects and processes, including those involving acquisitions, collection maintenance, database management, deaccessions, exhibitions, gallery rotations and installations, loans, metadata, object files, online presence, research materials, and storage. Responsibilities Administrative coordination: Manages administrative activities for the department, including scheduling meetings; maintaining departmental calendars; managing correspondence; answering and routing incoming calls; processing, sorting, and routing incoming and outgoing mail; monitoring and managing inventory of office supplies; contacting vendors; coordinating special events; ordering and tracking specialized purchases; arranging travel for staff and invited departmental guests; responding to inquiries from the general public; and greeting and assisting visitors to the departmental offices.* Departmental support: Establishes workflow systems, processes, and organizational practices for the department; strategizes departmental approach to digitizing files and records and to maintaining the digital environment of the department. Budgeting: Supports budget management and oversees all accounts payable activities for the department; processes and tracks invoices from dealers and contractors; initiates wire transfers and credit card payments; coordinates the transfer of funds between operating budget and endowments; reconciles budget documentation. Payroll: Arranges all payroll activities; prepares and reconciles expense accounts and travel advances. Committee meetings: In collaboration with the Director of Curatorial Administration organizes departmental committee meetings; schedules meeting dates and times; assists with correspondence with committee members, and occasionally some financially related correspondence with donors and dealers. Correspondence and records: Monitors processing of documentation and paperwork, including for donations to the department; prepares acknowledgment letters for the chair; maintains records of financial contributions and updates donor ledger accordingly. As needed, prepares and processes confidential correspondence, reports, and paperwork for the chair. Personnel: Manages Human Resource documentation; prepares new staff requisitions; files personnel action forms; and initiates termination documentation. When necessary, drafts independent contractor and consultant contracts for review by the General Counsel. Assists with onboarding of new staff and ongoing general training of staff as needed.* Collaboration: Maintains clear communication with chair about ongoing priorities, goals, and projects. Initiates and manages other departmental projects as needed; performs other duties as assigned. Qualifications ⋅ Bachelor's degree or equivalent experience required; degree in arts administration, art history, museum studies, or related subject preferred ⋅ Minimum of three years of museum, library, gallery, or related administrative experience preferred ⋅ Proficiency with Microsoft Office and Google suites required; ability to learn museum-specific collection database and budget systems ⋅ Strong communication skills and the ability to successfully engage a broad range of internal and external colleagues and stakeholders ⋅ Familiarity with departmental field a plus Physical Requirements ⋅ Prolonged periods sitting at a desk and working on a computer; must be able to remain in a stationary position 90% of the time. ⋅ Occasionally moves about inside the department offices ( to access file cabinets, office machinery, etc.) and throughout the museum (particularly to/from the library and mail room). ⋅ Constantly operates a computer and other office productivity machinery, such as a copy machine and printer. ⋅ Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration. Application Instructions Please include your resume and cover letter Union This position is part of a bargaining unit represented by AFSCME Council 31. Accessibility If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: Accessibility Accommodation for Applicants Equal Opportunity Statement The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_**************.

Coordinator, Administrative Services Posting Number req24683 Department Think Tank Department Website Link ****************************** Location Main Campus Address Tucson, AZ USA Position Highlights THINK TANK is the University of Arizona's centralized academic support center that offers tutoring, supplemental instruction, writing center and more. THINK TANK is dedicated to empowering University of Arizona students by providing a positive environment where they can master the skills needed to become successful lifelong learners. The Administrative Services Coordinator performs a variety of administrative and logistical duties to support the effective provision of academic support services to university students. The Administrative Services Coordinator manages customer service for the department and works with the Director and staff to create procedures that allow students to easily connect with and have positive experiences with the learning center. The Administrative Services Coordinator supervises student workers, provides administrative support to the department's fee-based services, and performs office management tasks. 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! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here. Duties & Responsibilities * Manage the reception desk functions of the department, including staffing the reception desk, creating the schedule, and providing coverage. * Maintain the presentation of the lobby area at the main location and consult on set-up of other locations ensuring that areas are welcoming and accessible. * Supervise up to 15 student workers (Desk Assistants). * Under the direction of the supervisor, will assist with recruitment of Student Workers, training, and complete evaluations for student workers. Review and approve payroll for student workers. * Provide information to and assist students with the process of registering for Think Tank services. Resolve customer service issues regarding registering for services, complaints, or questions about departmental policies and procedures. * Manage electronic correspondence generated by Think Tank email. * Work closely with department staff to ensure efficient reception services and maintain consistency in messaging to students about programming. * Create, implement, document, and revise reception procedures as needed. * Ensure student visit information is accurately captured. * Assist with troubleshooting and testing department registration systems. * Perform administrative support tasks for Math Exam Prep Services. * Resolve customer service issues including but not limited to registration changes and questions about policies and procedures. * Coordinate location logistics by approving internal and external space use requests, managing access to and operating hours of locations, being a liaison to campus partners regarding space use and access. * Approving technology reservation requests, and processing maintenance requests as needed. * Maintain office supply inventory and facilitate supply orders as needed. * Assist Director by arranging larger meetings and sending out department-wide communication to the staff. * Regularly communicate the progress, outcomes, and direction of work to Director. And provide recommendations concerning improvement of programs and services. * Support department through participation in a variety of institutional, divisional, and department wide activities, assignments, and committee work. * Other duties as assigned. 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. Minimum Qualifications * Bachelor's degree or equivalent advanced learning attained through experience required. * 1 year of relevant work experience required. Preferred Qualifications * Experience in supervising and training staff. * Experience in providing excellent customer service to a broad customer base. * Experience in planning, coordinating, and providing updates on projects that involve multiple teams. FLSA Non-Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1.0 Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay $25.50 - $31.88 Compensation Type hourly rate Grade 7 Compensation Guidance The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator. Career Stream and Level PC1 Job Family Administrative Support Job Function Organizational Administration Type of criminal background check required: Name-based criminal background check (non-security sensitive) Number of Vacancies 1 Target Hire Date 2/16/2026 Expected End Date Contact Information for Candidates Sarah Boatright, Coordinator, Administrative Services- ********************** Open Date 1/9/2026 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at ********************.

Division Administrative Coordinator, Department of Internal Medicine (Phoenix) Posting Number req24815 Department COM Phx Internal Medicine Department Website Link College of Medicine-Phoenix Location Greater Phoenix Area Address 475 N. 5th St., Phoenix, AZ 85004 USA Position Highlights The Division Administrative Coordinator position (Admin Ops Pro II) is a critical role which supports the daily operations of multiple divisions to enhance academic effort in the Department of Internal Medicine. This position will be responsible for reviewing/integrating timely communications on behalf of their leader, coordinating projects, calendars and systems between the University and the health system, to support the academic mission. A high degree of professionalism, organization, discretion, initiative, collaboration and ability to follow instructions while using good judgment is expected. Skills are required in both oral and written communications, and computer proficiency in Microsoft Word, Excel, and Outlook are essential. This position requires the handling of sensitive and confidential reports, as well as identifying solutions and resolving administrative problems. Working Conditions: This position will have regular business in the Banner Health facility and is subject to occupational health screening requirements. 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! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here. Duties & Responsibilities Division Operations Management: * Coordinates, schedules and monitors daily schedules for multiple Division Chiefs. * Collaborate with faculty across multiple divisions to assist in the streamlining and monitoring of research and academic activities. * Recommends improvement strategies for enhanced efficiencies for multiple divisions. * Take ownership of faculty recruitment processes across divisions, including scheduling stakeholder meetings, drafting candidate itineraries, and organizing candidate logistics. * Support and coordinate on-site interviews, working closely with search committees and candidates to ensure smooth experiences. Financial Management: * Assist in the preparation of budgets and exercise responsible financial management consistent with university policies. * Monitor and control expenses across multiple divisions including p-card reconciliation, travel authorizations and disbursement vouchers for compliance and accuracy. * Demonstrate working knowledge of fund types (e.g., general operating, grant gift, endowment, clinical revenue) and their allowable uses. * Consult with finance, grants administration, or compliance offices when navigating ambiguous or high-risk transactions. * Proactively flag and resolve potential funding conflicts or policy violations before submission. Event Coordination: * Manage and coordinate divisional grand rounds and other key academic events, handling scheduling, logistics and financial arrangements. * Lead and coordinate UA student engagement initiatives across divisions. * Oversee the planning and execution of divisional events such as symposiums and special occasions, managing invitations, speak communication, honorarium, and budget monitoring. * Coordinate with internal team to produce promotional materials, newsletters, and digital content. * Liaise with external partners and vendors for branded merchandise, advertising and sponsorships. Knowledge, Skills & Abilities: * Strong collaborator and relationship-builder, both internally and externally, with outstanding verbal and written communication skills. * Self-started with the ability to take the initiative on projects * Knowledge of organizational practices and policies. * Skills in professional writing and editing. * Ability to prioritize workload to meet deadlines. * Proficiency in Microsoft Office programs. * Ability to maintain confidentiality and safeguard information. * Ability to work with academic and administration staff members and students. 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. Minimum Qualifications * Bachelor's degree or equivalent advanced learning attained through professional level experience required, and; * Three (3) years of relevant work experience, or equivalent combination of education and work experience. Preferred Qualifications * Expertise in managing multiple and competing demands/projects and delivering against aggressive goals. * Previous experience supporting administrative leaders and programs in an academic medical center environment. FLSA Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1.0 Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay $59,404-$74,254 Compensation Type salary at 1.0 full-time equivalency (FTE) Grade 8 Compensation Guidance The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator. Career Stream and Level PC2 Job Family Administrative Operations Job Function Organizational Administration Type of criminal background check required: Name-based criminal background check (non-security sensitive) Number of Vacancies 1 Target Hire Date Expected End Date Contact Information for Candidates College of Medicine-Phoenix, Office of Human Resources ****************** Open Date 12/19/2025 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission. Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable). Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at ********************.

Administrative Assistant I, Facilities, Part Time JobID: 659 Support Staff Secretarial/Clerical/Administrative Assistant I Date Available: Jan. 2026 Additional Information: Show/Hide Description: Administrative Assistant I, Facilities, Part Time Reports To: Director of Facilities Salary Range: $16.50 to $17.49 per hour based on qualifications and experience; click link to view part-time benefits on page 2, Benefits At A Glance - Staff Hours of Work: Monday through Friday, 8:00 a.m. to 4:30 p.m.; not to exceed 29 hours per week. Position Summary: Provides administrative support to the Facilities department to ensure excellent customer service is provided. Handles administrative tasks related to the facilities including the custodians, maintenance, grounds and campus projects. In addition, works closely with the Director of Facilities and the Facilities Supervisor in coordinating all facilities activities to ensure efficient and effective operations. Qualifications: 1. High school diploma or equivalent required; Associates degree in Business Technology or related field preferred. 2. Previous experience in an administrative support role is preferred. 3. Proficiency in Microsoft Suite (Word, Excel, etc.) and strong organizational and communication skills are required. 4. Detail-oriented, ability to multi-task in a fast-paced environment required. Application Process: Complete online application by clicking on the "Apply" link shown above and include a resume and cover letter specifically addressing how your qualifications meet the duties and responsibilities outlined in the . A full job description is attached. Applications are accepted until the position is filled though priority will be given to applications received on or before Wednesday, October 8, 2025. Employment is contingent upon criminal background check; employment sponsorship is not available. AA/EOE

Administrative Support Specialist - Special Education JobID: 6046 Administrative Support/Secretary 12 Month Date Available: 07/01/2026 Additional Information: Show/Hide Salary Range: $40,000 - $50,000 Benefit Information 2025 - 2026 Insurance Rates Crete-Monee School District 201-U provides equal employment opportunities to all persons regardless of their race, color, creed, religion, national origin, sex, sexual orientation, age, ancestry, marital status, arrest record, military status order of protection status, unfavorable military discharge, citizenship status provided the individual is authorized to work in the United States, work authorization status; use of lawful products while not at work; being a victim of domestic violence, sexual violence, gender violence, or any other crime of violence; genetic information; physical or mental handicap or disability, if otherwise able to perform the essential functions of the job with reasonable accommodation; pregnancy, childbirth, or related medical conditions; credit history, unless a satisfactory credit history is an established bona fide occupational requirement of a particular position; conviction record, unless authorized by law; or other legally protected categories. No one will be penalized solely for his or her status as a registered qualifying patient or a registered designated caregiver for purposes of the Compassionate Use of Medical Cannabis Program Act, 410 ILCS 130/.

Administrative Support/Secretary 12 Month Date Available: 07/01/2026 Closing Date: Until filled Salary Range: $40,000 - $50,000 Benefit Information 2025 - 2026 Insurance Rates Crete-Monee School District 201-U provides equal employment opportunities to all persons regardless of their race, color, creed, religion, national origin, sex, sexual orientation, age, ancestry, marital status, arrest record, military status order of protection status, unfavorable military discharge, citizenship status provided the individual is authorized to work in the United States, work authorization status; use of lawful products while not at work; being a victim of domestic violence, sexual violence, gender violence, or any other crime of violence; genetic information; physical or mental handicap or disability, if otherwise able to perform the essential functions of the job with reasonable accommodation; pregnancy, childbirth, or related medical conditions; credit history, unless a satisfactory credit history is an established bona fide occupational requirement of a particular position; conviction record, unless authorized by law; or other legally protected categories. No one will be penalized solely for his or her status as a registered qualifying patient or a registered designated caregiver for purposes of the Compassionate Use of Medical Cannabis Program Act, 410 ILCS 130/.

Administrative Associate, Family & Community Medicine Posting Number req24708 Department Family and Community Medicine Department Website Link fcm.arizona.edu Location University of Arizona Health Sciences Address Tucson, AZ USA Position Highlights The Department of Family and Community Medicine seeks an Administrative Associate to provide executive support to the department chair, front line customer service to department visitors and assist the business office and faculty with financial documentation, travel arrangements, and related tasks. The successful candidate will demonstrate strong organizational skills and excellent verbal and written communication and have the ability to perform and thrive in a fast-paced and multi-tasked environment. We are seeking candidates with initiative, resourcefulness, sound judgment, ability to distinguish priorities, and work independently or in a group with minimal supervision. This is a 40 hour a week, in person position located off main campus. 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! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here. Duties & Responsibilities * Manages calendar scheduling, meeting and travel arrangements for the department chair. * Answers telephone and greets visitors giving general information in response to inquiries. * Maintains coverage of business office's reception desk. * Manage business office's central email inbox, responsible for processing incoming requests or sorting and assigning them to business team members when necessary. * Review and distribute all incoming mail and parcel delivery, prepares outgoing courier packages and coordinates drop off or pick up services. * Draft, edit and distribute general correspondence, meeting agendas, presentations, or reports. * Support academic, clinical and community initiatives. * Prepare and process travel, expense reimbursements, shop catalogs orders, pcard reconciliation transactions, purchase orders, disbursement vouchers, and other financial transactions, documents, and forms. * Check the financial documents for accuracy, completeness, and compliance with pertinent university regulations. * Prepare periodic financial reports, financial statements, and records in support of the business office and meet with faculty investigators. * Analyzes complex information from operations and communication. Laying out information in reports and documents in ways that enhances readability. * Coordinate departmental employee and unit physical moves to include UITS lines, equipment and furniture. * Liaise with UAHS Planning and Facilities on pending projects. * Manages renovations to department space, initiating project estimates, meeting with project managers, seeing through completion. * Coordinate move of offices for both existing employees and new hires and Banner Affiliates; includes coordination with University Information Technology Service (UITS) for relocation of equipment and service lines to ensure appropriate departmental assigned space is ready for occupancy. * Serve as the Department Access Coordinator (DAC) and building manager for the department. * Serve as the primary point of contact for the UA Key Desk for relevant departments. * Work with Amer-X Security and in the DAC Portal to provide and remove building access for authorized personnel and provide schedule adjustments when necessary. * Submit repair service request orders to Facilities Management and follows up for completion. * Reconciles departments Facilities Management account monthly. * Oversees maintenance of conference room and parking pass calendars, makes room reservations for meetings as needed. * Runs departmental errands making deliveries and picking up from main campus. * Event planning and coordination of in house events to include, but not limited to, arranging logistics, catering, manning and setup, and other duties specific to the type of event. * Assists Department Manager with Faculty Affairs processes to include Promotions and New Faculty Titles as assigned. * Act as a resource for the department leaders to ensure the needs for space, facility, shared research resources and equipment are considered for both exiting employees and new hires. * Submits Surplus Property requests for department. * Coordinate the departmental inventory process and update inventory files as necessary. * Communicate with UITS team to provide updated account information for each line under the Department's inventory, as well as act as main contact/coordinator for the respective department for UITS projects. * Attend executive team meetings and prepare minutes for dissemination. * Supports the Faculty Annual Review process and maintains materials in UAVitae. * Performs general office work such as scanning and making copies, faxing materials, filing, ensuring office files are current and organized. 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. Minimum Qualifications * 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. Preferred Qualifications FLSA Non-Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1.0 Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay $20.33-$25.41 Compensation Type hourly rate Grade 5 Compensation Guidance The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator. Career Stream and Level OC3 Job Family Administrative Support Job Function Organizational Administration Type of criminal background check required: Name-based criminal background check (non-security sensitive) Number of Vacancies 1 Target Hire Date Expected End Date Contact Information for Candidates April Peters, ****************** Open Date 12/8/2025 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at ********************.

Support Staff Secretarial/Clerical/Administrative Assistant I Date Available: Jan. 2026 Closing Date: files under review Description: Administrative Assistant I, Facilities, Part Time Reports To: Director of Facilities Salary Range: $16.50 to $17.49 per hour based on qualifications and experience; click link to view part-time benefits on page 2, Benefits At A Glance - Staff Hours of Work: Monday through Friday, 8:00 a.m. to 4:30 p.m.; not to exceed 29 hours per week. Position Summary: Provides administrative support to the Facilities department to ensure excellent customer service is provided. Handles administrative tasks related to the facilities including the custodians, maintenance, grounds and campus projects. In addition, works closely with the Director of Facilities and the Facilities Supervisor in coordinating all facilities activities to ensure efficient and effective operations. Qualifications: 1. High school diploma or equivalent required; Associates degree in Business Technology or related field preferred. 2. Previous experience in an administrative support role is preferred. 3. Proficiency in Microsoft Suite (Word, Excel, etc.) and strong organizational and communication skills are required. 4. Detail-oriented, ability to multi-task in a fast-paced environment required. Application Process: Complete online application by clicking on the “Apply” link shown above and include a resume and cover letter specifically addressing how your qualifications meet the duties and responsibilities outlined in the . A full job description is attached. Applications are accepted until the position is filled though priority will be given to applications received on or before Wednesday, October 8, 2025. Employment is contingent upon criminal background check; employment sponsorship is not available. AA/EOE

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity. Compensation & Benefits Please click on the links below to view our competitive, comprehensive benefits package: Hiring Range The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons. Benefits PTO Overview Job Classification: Non-Exempt Employment Category: Full time staff Grade Level: 5 About the Department The Art Institute of Chicago's collection of prints and drawings comprises works on paper from the thirteenth century to the present. The collection holds approximately 15,000 drawings, 40,000 prints, 1,000 illustrated books, and continues to grow with a focus on global practitioners. Particular strengths are French 19th-century prints and drawings; British, French, and Italian drawings; strong collections of Albrecht Dürer, Rembrandt van Rijn, Francisco Goya, and James McNeill Whistler, and twentieth-century American prints. Position Summary Reporting to the chair, and in close consultation with departmental colleagues, manages the administrative functions and activities of the department. Ensures efficient and effective operation of the department on a daily basis, assuming additional responsibilities as appropriate. Performs clerical and administrative duties, including managing all accounting, payroll, personnel, and facilities requests for the department, and works on a variety of independent projects. At the discretion of the chair and in collaboration with other departmental staff, supports ongoing projects and processes, including those involving acquisitions, collection maintenance, database management, deaccessions, exhibitions, gallery rotations and installations, loans, metadata, object files, online presence, research materials, and storage. Responsibilities Administrative coordination: Manages administrative activities for the department, including scheduling meetings; maintaining departmental calendars; managing correspondence; answering and routing incoming calls; processing, sorting, and routing incoming and outgoing mail; monitoring and managing inventory of office supplies; contacting vendors; coordinating special events; ordering and tracking specialized purchases; arranging travel for staff and invited departmental guests; responding to inquiries from the general public; and greeting and assisting visitors to the departmental offices.* Departmental support: Establishes workflow systems, processes, and organizational practices for the department; strategizes departmental approach to digitizing files and records and to maintaining the digital environment of the department. Budgeting: Supports budget management and oversees all accounts payable activities for the department; processes and tracks invoices from dealers and contractors; initiates wire transfers and credit card payments; coordinates the transfer of funds between operating budget and endowments; reconciles budget documentation. Payroll: Arranges all payroll activities; prepares and reconciles expense accounts and travel advances. Committee meetings: In collaboration with the Director of Curatorial Administration organizes departmental committee meetings; schedules meeting dates and times; assists with correspondence with committee members, and occasionally some financially related correspondence with donors and dealers. Correspondence and records: Monitors processing of documentation and paperwork, including for donations to the department; prepares acknowledgment letters for the chair; maintains records of financial contributions and updates donor ledger accordingly. As needed, prepares and processes confidential correspondence, reports, and paperwork for the chair. Personnel: Manages Human Resource documentation; prepares new staff requisitions; files personnel action forms; and initiates termination documentation. When necessary, drafts independent contractor and consultant contracts for review by the General Counsel. Assists with onboarding of new staff and ongoing general training of staff as needed.* Collaboration: Maintains clear communication with chair about ongoing priorities, goals, and projects. Initiates and manages other departmental projects as needed; performs other duties as assigned. Qualifications ⋅ Bachelor's degree or equivalent experience required; degree in arts administration, art history, museum studies, or related subject preferred ⋅ Minimum of three years of museum, library, gallery, or related administrative experience preferred ⋅ Proficiency with Microsoft Office and Google suites required; ability to learn museum-specific collection database and budget systems ⋅ Strong communication skills and the ability to successfully engage a broad range of internal and external colleagues and stakeholders ⋅ Familiarity with departmental field a plus Physical Requirements ⋅ Prolonged periods sitting at a desk and working on a computer; must be able to remain in a stationary position 90% of the time. ⋅ Occasionally moves about inside the department offices ( to access file cabinets, office machinery, etc.) and throughout the museum (particularly to/from the library and mail room). ⋅ Constantly operates a computer and other office productivity machinery, such as a copy machine and printer. ⋅ Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration. Application Instructions Please include your resume and cover letter Union This position is part of a bargaining unit represented by AFSCME Council 31. Accessibility If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: Accessibility Accommodation for Applicants Equal Opportunity Statement The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_**************.

Administrative Associate, Residential Education Posting Number req24880 Department Residential Education Department Website Link Location Main Campus Address Tucson, AZ USA Position Highlights The Administrative Associate, reporting to the Senior Associate Director for Residential Education, performs a variety of administrative and secretarial duties to support Housing Residential Education. This position is required to work independently, using own judgment and initiative. They may be required to make decisions, coordinate work activities, and apply analytical problem-solving techniques to the day-to-day and long-range work of Residential Education. This position requires driving University vehicles and/or golf carts. Housing & Residential Life (Housing), a self-funded auxiliary housed in the Student Affairs division of the University of Arizona, operates 23 student dorms and one Graduate apartment complex that house 7,800 students annually on the University of Arizona Main Campus. 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! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here. Duties & Responsibilities * Provides administrative support to the Residential Education (ResEd) Unit, including specific support for Res Ed Director, Senior Associate Director, and Associate Director by maintaining calendars, regularly prioritizing and arranging meetings, anticipating and preparing background materials as needed. * Answers telephone and greets visitors giving information in response to inquiries; delivers oral and written messages to unit members, directing to the appropriate staff or unit when necessary. * Participates in meetings pertinent to area of responsibility. * Takes meeting notes as necessary at meetings and retreats and prepares or directs preparation of minutes, notices, agendas, and correspondence with all supporting documentation. * Creates, edits, and/or reviews Word documents, Excel spreadsheets, PowerPoint presentations, and other materials related to Residential Education. * Assists with the recruitment and selection of Residential Education staff (professional, graduate and student staff) in ways such as candidate file organization, creating interview materials/schedules, coordinating travel, managing promotional materials regarding the recruitment and selection process. * Utilizes StarRez software to maintain databases of employees where appropriate. * Contributes to the onboarding of new staff including ordering staff apparel, business cards and nametags, and coordination access to listservs and appropriate meetings. * Compiles and maintains directory information for Residential Education staff. * Manages organization, sorting and preparing for the delivery of opening and closing materials for the dorms, which requires coordination with numerous on-campus and off-campus entities. * Manages ordering of Residential Education staff shirts. * Contributes to staff recognition initiatives including departing staff recognition. * Plans and arranges meetings, banquets, retreats, and conferences under general instructions from supervisor; communicates arrangements to appropriate individuals. * Investigates, evaluates, and resolves typical administrative problems or situations impacting work unit, including reviewing, analyzing, and researching purchase orders, invoices, contracts, and other documents for completeness, accuracy, and conformity within established procedures; collects data to maintain such records. * Maintains stock of and orders office supplies as appropriate. * Assists with various projects, including but not limited to communicating with students, other campus constituents and Housing & Residential Life Marketing to ensure smooth integration of various projects. * Serves on departmental committees. * Provides backup for other departmental support staff, as necessary. * Assembles and/or compiles data for incorporation into reports, and organizes, establishes, and maintains record-keeping systems for correspondence, documents, materials, or records for the Residential Education unit. * Assists with various departmental activities during the August move-in process. * Completes other duties as assigned to meet the needs of the department. KNOWLEDGE, SKILLS, AND ABILITIES (KSAs): * Demonstrated ability to work independently under general direction. * Demonstrated problem solving and policy interpretation skills. * Strong organizational skills and demonstrated ability to coordinate multiple differing tasks simultaneously. * Ability to effectively communicate verbally and in writing and provide quality customer service. * Skill in developing and maintaining good working relationships. * Skill in English composition, grammar, spelling, punctuation, and in basic math. * Skill necessary to respond to internal and external customer needs in a timely, accurate, and professional manner. * Knowledge of campus resources. PHYSICAL REQUIREMENTS: * Ability to lift, move, transport materials and supplies (up to 20 lbs.) from one place to another. 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. Minimum Qualifications * High school diploma or high school diploma equivalency is required. * Minimum of 5 years of relevant experience required; OR a bachelor's degree in a related field AND one year of related experience OR any equivalent combination of experience, training and/or education. * Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy. Preferred Qualifications * Experience with Microsoft Office products including Outlook, Excel, and Word. FLSA Non-Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1.0 Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay DOE Compensation Type hourly rate Grade 5 Compensation Guidance The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator. Career Stream and Level OC3 Job Family Administrative Support Job Function Organizational Administration Type of criminal background check required: Fingerprint criminal background check (security sensitive due to title or department) Number of Vacancies 1 Target Hire Date Expected End Date Contact Information for Candidates ****************** Open Date 1/14/2026 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at ********************.

Responsible for performing advanced and confidential administrative support for the Chief of Staff and Vice President of External Affairs as part of the Office of the President. Duties include coordinating meetings, managing special events, and preparing presentations, briefing materials, and post-meeting talking points and summaries. Provides operational and project management support for legislative affairs, government relations as well as other high-level assignments. Provides support to the Office of the President and the External Affairs Division, as needed. Manages and performs the administrative support functions of the Chief of Staff and Vice President of External Affairs, including mail, phone, and email correspondence; preparing confidential correspondence, reports, agendas and documents; and manages sensitive information with discretion and confidentiality. Organizes the meeting agendas for college leadership meetings including President's Learning Council and Operations Council and provides support for these meetings, including managing presentation materials, supporting documents and scheduling participants outside of normal attendees. Prepares monthly President's Report including establishing timeline, outreach to contributors, drafting and editing of the report, and final formatting for publishing. Assists with and supports the execution of the college's comprehensive engagement plan for federal and state elected officials. Maintains the database for relationship tracking with elected officials; outreach to legislative aides on behalf of the Chief of Staff and Vice President of External Affairs; oversees all related contact and distribution lists related to legislators and updating/distribution of materials such as legislative briefs, talking points, legislative summaries, factsheets, testimony, reports, letters and other collateral. Serves as event coordinator for all legislative events such as on campus meetings, tours, President's Legislative Breakfasts, managing all aspects of event planning and execution. Maintains and gathers information for Harper information folders for distribution at legislative meetings and events. Provides project management for special projects, as related to the Strategic Plan, Operational Plan, or by presidential designation. Participates in events, programs and committees, such as special task forces, legislative events, town halls, campus visits, and other meetings. Maintains effective communication with staff and administrators and responds to inquiries in accordance with established procedures. Contributes to overall office efficiency by supporting workflow coordination and assisting with operational processes as needed. Performs general accounting functions such as preparing and processing purchase orders, expense reports, reimbursements, and check requisitions in accordance with established procedures. Prepares internal reports; participates in budget monitoring, planning and management. Coordinates travel arrangements, including booking transportation, accommodations, and preparing itineraries. Serves as back-up for organizing Board packets for monthly executive sessions, committee meetings and regular meetings, if necessary. Responsible for complex calendar scheduling and maintaining calendars. Welcomes visitors, answers calls, provides information, and directs inquiries to the appropriate resources. Processes incoming mail and prepares outgoing mail and orders office supplies as needed. Responsible for other duties as assigned by the Chief of Staff and Vice President of External Affairs. Working Conditions/Physical Requirements: Work is primarily indoor and sedentary in nature. Flexibility to work early mornings, evenings and weekends required based on events. Technology and Equipment Used: Utilizes standard office technology, software, equipment, and virtual/hybrid conferencing tools, to support administrative operations and event coordination. Minimum Acceptable Qualifications: Education: Bachelor's degree strongly preferred. Associate degree required with specialized training in administrative and office practices and procedures. Relevant professional certifications in administrative, organizational, or office operations are a plus. Experience: Five years' executive assistant/office management experience with demonstrated administrative skills supporting senior executive level management. Demonstrated experience with high-level problem solving, project management, procurement management, event planning, and travel coordination. Strong follow-up and follow-through skills. Detail-oriented with the ability to multi-task. Strong interpersonal skills with ability to interact effectively across internal and external organizational structures. Ability to show grace under pressure. Strong organization skills. Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections. Knowledge of finance, accounting, budgeting, and cost control procedures. Advanced computer skills and proficiency in Microsoft Office 365 Suite (Word, Excel, PowerPoint, Outlook, Teams), Adobe Acrobat Pro, Webex and AI tools, such as ChatGPT. Oracle Fusion a plus. Personal and Professional Characteristics Presents a positive, friendly and welcoming demeanor. Establishes trust and maintains confidentiality. Self-starter with ability to manage multiple priorities. Organized, attentive to detail and is conscientious in completing tasks in a timely manner. Works well with others and is a team player. Effective written, verbal and technology-based communication skills and the ability to work effectively with a wide range of constituencies and management levels in a diverse community.

Hiring Department: Procurement Diversity FTE: 1 Work Schedule: Monday - Friday; 8:30AM - 5:00PM; TBD Shift: Days # of Positions: 2 Workplace Type: Hybrid Salary Range: $79,000.00 - 85,000.00 / Annual Salary (Salary is competitive and commensurate with qualifications and experience, while also considering equity). About the University of Illinois Chicago UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. This position manages a wide range of business opportunity initiatives and contract compliance responsibilities within the Office of Procurement Services. The coordinator will assist with the development and execution of the university's business opportunity program by designing outreach strategies, compliance management, and community engagement initiatives. The role will focus on expanding vendor access and ensuring equitable participation in procurement processes. This position is not eligible for the Referral Program and Sponsorship for Work Authorization is not available. Duties & Responsibilities: * Provide guidance to departments regarding standard procedures for promoting small business and contract compliance, as well as State, federal laws and regulations, and University policies. * Collaborate with and develop an effective working relationship with university departments, procurement services, Office of University Payables and other functional groups to ensure contract compliance. * Conduct contract compliance and vendor management utilizing office systems. * Engage with university units to monitor vendor participation and develop strategies to expand partnerships and broaden the vendor base partnerships using data analytics and data tools. * With an emphasis on general goods and services, serve as a liaison with internal stakeholders to provide guidance on inclusive procurement policies, to resolve issues and ensure vendors use best efforts in meeting university goals. * Create and maintain appropriate documentation of the compliance process, as well as other departments processes and ensure rules, regulations, policies, and procedures are adhered to. * Facilitate training and create materials for departments and vendors, including but not limited to, educating vendors on the University's procurement process, providing instructions on obtaining certifications, completing Small Business Plans required for obtaining grants and other required documentation. * Support department leadership in the development and management of the department's brand and communication strategy, including assisting with developing and managing newsletters, website content and other updates. * Assist with the development and documentation of inclusive procurement policies and procedures. * Assist with creating and compiling required university and statutory reports, in addition to other ad-hoc reporting as needed. * Lead project management for various internal and external team initiatives by applying knowledge, conducting research, assigning tasks, determining benchmarks, and the development of an effective communication plan. * Manage event planning committees and logistics in coordination with internal and external participants. * Perform other related duties and participate in special projects as assigned. Minimum Qualifications Required: * Bachelor's degree in business administration, management, or a field related to the position. * Two (2) years of professional business, financial, and/or managerial work experience. * Demonstrated experience in Procurement and/or Business Opportunity, Supplier Access, or Inclusive Procurement Programs. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.) Preferred Qualifications: * American Contract Compliance Association (ACCA) Certification or similar certification requiring advanced knowledge in training in Supplier Diversity. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment. The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify. The university provides accommodations to applicants and employees. Request an Accommodation Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. #LI-AB1

Benefits: 401(k) 401(k) matching Dental insurance Health insurance Paid time off Parental leave Vision insurance : Administrative Coordinator Title: Administrative Coordinator Job Type: Full-Time Position Reports to: Head of Schools Required: Bachelors degree and at least five years of experience in an administrative role Work Days/Hours: 7:30am-3:30pm Monday-Wednesday & Friday; Thursday 7:30am- 4:30pm Job Summary: The Administrative Coordinator serves as a critical partner to the Head of Schools, providing high-level administrative support and ensuring the smooth and effective operation of Daystar Academys daily functions. This role is central to maintaining strong communication and coordination across school leadership, faculty, families, board members, and the broader school community. Acting as both a liaison and a logistical anchor, the Administrative Coordinator helps facilitate essential school operations, manages key communications, and represents the Head of Schools when delegated. This individual also plays an important role in cultivating a welcoming, organized, and mission-aligned environment where students feel known, valued, and supported. As a visible and trusted presence in the life of the school, the Administrative Coordinator upholds Daystars mission to empower students to positively impact the world through faith-based, culturally engaged, and globally minded education. All Staff Responsibilities: Provide a safe school environment, indoors and out, per directives regarding building operations (keys, fobs, alarm codes), the Daystar Distinctives and Responsive Classroom practices Participate in a brief staff prayer to start the day at 7:35 sharp on Monday through Thursday in the Gathering Place Participate in school engagement events to promote positive school culture Complete arrival and dismissal duties as assigned Fulfill essential job functions based on ones specific job description; and during times of school drills or emergencies, assist others as able Be on time, appropriately dressed and ready for work at assigned days/times Adhere to all of the requirements outlined in the Staff Handbook and comply with the school policies Be an excellent ambassador of Daystar Academy at all times Essential Job Functions Relative to Role: Administrative Support & Office Management Maintain well-organized hard copy and electronic filing systems to support efficient recordkeeping. Perform general clerical tasks including photocopying, scanning, mailing, emailing, and document filing. Review and prioritize incoming correspondence; assess memos, submissions, and reports to determine significance and plan appropriate actions. Draft and prepare responses to routine inquiries and requests regarding school policies, procedures, and general operations. Gather and compile relevant information from articles, online research, and internal sources, presenting it in clear and actionable formats. Respond professionally to questions about school operations from staff, parents, and community members. Compose and format original correspondence, memoranda, reports, and other administrative documents. Coordinate and maintain agendas for administrative team meetings. Oversee the management of schoolwide and parent-facing calendar events via Google Calendar, including space reservations and conference room bookings. Review and edit reports, letters, and memos for clarity, accuracy, and alignment with school standards. Assist in compiling and maintaining documentation for accreditation, school improvement planning, board policies, the staff handbook, and other institutional records. Oversee building operations and serve as the primary liaison with vendors and contractors. Manage building security and safety, ensuring compliance with protocols and proper distribution of alarm codes, fobs, keys, fire safety procedures, and ensure adherence to the Daystar Crisis Manual. Oversee medical readiness by maintaining EpiPen and AED compliance, leading staff training on emergency kits, inhalers, and related procedures. Oversee communicable diseases to public health authorities and ensure appropriate internal communication. Organize and coordinate staff events, including the procurement of food, supplies, and logistics. Meeting & Communication Coordination Schedule and coordinate internal and external meetings, conferences, and events on behalf of the Head of Schools. Attend designated meetings and accurately record, prepare, and archive meeting minutes. Create and distribute clear, timely agendas and meeting minutes to all relevant stakeholders. Ensure timely and consistent communication of key dates, events, updates, and school-wide announcements to staff, families, and community members. Manage the Head of Schools calendar, prioritizing meetings and commitments, and exercising sound judgment to adjust the schedule as needed. Coordinate travel logistics, including arranging transportation and lodging, completing travel authorizations, and processing expense reimbursements. Project & Process Management Coordinate and execute special administrative projects as assigned by the Head of Schools. Assist in the development, implementation, and evaluation of office procedures to enhance efficiency and effectiveness. Proactively identify opportunities to improve office operations, streamline workflows, and reduce response times. Collaborate with staff across departments to deliver high-quality service to faculty, students, families, board members, volunteers, and guests. Leadership Support Serve as a designee for the Head of Schools when needed, exercising discretion, professionalism, and sound decision-making. Support leadership initiatives while maintaining strict confidentiality in all communications and documentation. Respond to requests and inquiries related to school policies and general operations with professionalism and accuracy. Oversee coordination of custodial services and facility operations to ensure a safe, clean, and functional environment. Represent the Head of Schools at meetings or events as assigned, modeling Daystars mission and values. Essential Functions Relative to Member of Daystars Administrative Team: Provide reports to the Daystar Board as requested Serve on school-wide committees as requested Participate in and assist with planning and implementation of staff-wide professional development Participate in regular Administrative Team meetings, providing counsel and insight on areas impacting the school as a whole Participate in planning and management of school-wide events, including but not limited to back-to-school parent and student events, parent-teacher conferences, holiday programs, learning showcase nights, athletic banquets, middle and high school special events, and 8th and 12th-grade graduation ceremonies

Chartered in 1895, Northern Illinois University (NIU) is a student-centered, regional public research institution with a diverse and international student body of approximately 16,000 students. Located 65 miles from downtown Chicago, in DeKalb, Illinois, NIU is a thriving community of dedicated faculty, staff, students, alumni, local residents and friends. Together, we support the goal of providing upward mobility to our students as well as the opportunity to make an enduring impact on our future. NIU has a long, rich tradition of academic excellence with a breadth of programmatic offerings that support the academic aspirations of our students. Our nationally and internationally recognized faculty are not only dedicated to advancing their academic disciplines, but, in collaboration with NIU staff, are also focused on providing meaningful curricular and co-curricular experiences that prepare NIU students to be successful in achieving their future goals. NIU is classified by the Carnegie Foundation as a Research University/High Research Activity and a Carnegie Engaged University. NIU offers baccalaureate, master's, doctoral and law degrees across more than 40 academic departments and seven colleges. The Department of Electrical Engineering supports the university and college visions by aspiring to be a competitive leader in the advancement of electrical engineering principles and practices. The mission of the Department of Electrical Engineering is to provide exemplary education, research, and outreach to benefit industry, government and the community at large. Position Summary Reporting to the department chair and the college business manager, this position provides administrative support to the department chair and faculty within the Electrical Engineering Department and to the Biomedical Engineering program director and faculty; is responsible for department and program purchasing and monitoring of budget; provides grant and award support to faculty, and manages the undergraduate/graduate student office for the Electrical Engineering department and Biomedical Engineering program. The individual in this position will serve as a hiring manager and initiate the hiring process for all department and program hiring, support committees and the accreditation process, as well as assist with financial management and compliance. This is an on-campus, student-facing position. Essential Duties and Responsibilities Administrative Support & Office Operations - 30% * Maintain chair's calendar related to faculty, student, and committee needs. * Open and review incoming mail responding to correspondence on behalf of the chair and program director as appropriate; Send emails on behalf of the chair and program director, when appropriate. * Draft memos and ensure documents are prepared correctly and needed signatures are gathered. * Prepare forms for the department chair's approval and signature, and for program director's approval and signature. * Maintain confidential files for the department including Human Resource, student, and purchasing records, with confidentiality according to FERPA and NIU record retention policies. * Draft agenda, attend meetings, take minutes, and provide draft minutes report for review and approval. * Schedule meetings with faculty and staff as needed. * Conducts the department's annual property control inventory verification. * Creates and processes payroll for hourly and salaried personnel. * Assist in developing semester course schedules. * Submit course registration documents, review final documents for publication in MyNIU and notify faculty of course offerings. * Provide past textbook usage to faculty to assist with quantity calculations and order textbooks for courses. * Assist the Chair and faculty with data retrieval using queries. Budget & Financial Administrative Support - 20% * Order supplies, equipment, and materials as needed following University Procurement policies including but not limited to check requests, journals, purchase requisitions, and travel vouchers. * Hold a commercial card and allocate transactions and maintain records per commercial card policies. * Monitor departmental cost centers budgets and expenditures, prepare and provide financial reports, and report balances and variances to the chair, resolve discrepancies with the College business office. * Assist the chair and program director with budget development as needed. Manage Student Services Office - 15% * Direct students to central advising office or faculty for academic advisement, and to other available campus resources as needed. * Assist students with registration of classes, completion of forms, remove advising holds, obtaining necessary permits, ensure prerequisites are met and override enrollment as needed. * Assist faculty with evaluation of transfers and help students with paperwork to ensure a successful transfer process. * Compile advising rosters and establish schedules in consultation with faculty, department chair, and program director. * Work closely with the Graduate School to review students' academic requirement reports and follow up with student inquiries to ensure students are on track for graduation. * Maintain student academic records with confidentiality according to FERPA and NIU record retention policies. * Prepare department and program teaching assistant evaluation program, gather results, disseminate results to students and maintain confidential files. * Distribute job opportunities to department and program students. * Create and post faculty office hour and course schedule tables and lab emergency contacts where appropriate. Personnel Hiring & Training - 15% * Monitor the positions within the department; Initiates and prepares all personnel paperwork and PeopleAdmin entry for tenured and tenure-track faculty members, full-time and part-time instructors, graduate assistant support staffing, hiring, and compensation of personnel serving department programs. * Ensure paperwork complies with NIU HR and affirmative action policies. * Prepare all required graduate assistant appointment forms: offer letter, acknowledgement of acceptance letter, employment forms, immigration control compliance form, etc. * Maintain confidential personnel files of all faculty, staff, graduate assistants, and student workers with confidentiality and according to NIU record retention policies. * Preparation of all PeopleSoft forms pertaining to requests for hiring, affirmative action, and personnel appointment forms. * Enter Additional Pay forms as needed. * Assist in search activities and related correspondence, and records; Serve as search committee member, as requested, or needed. * Organize candidate interviews related to all aspects of the interview process. * Assist new hires with moving reimbursement, insurance information, university and department orientation, explanation of office procedures and any other tasks to assure a smooth transition for the new faculty or staff member. * Train student workers, graduate assistants, and extra help employees on policies and procedures; Supervise assigned student workers and/or graduate assistants to assist with data collection for program evaluation and accreditation, and other appropriate tasks, as assigned. Grants & Award Administration Support - 10% * Assist faculty with management of sponsored grants, startup funding, and intramural awards include Research and Artistry (R&A) funding. * Communicate with Sponsored Programs Administration and the Division of Research and Innovation Partnerships on behalf of faculty to ensure grants and awards are within budget and reports are submitted timely. * Manage grants and award expenditures. * Make purchases and hire personnel in accordance with grant and awards budgets. Accreditation & Committee Support - 5% * Notify the curriculum committee chair and department chair when curriculum problems are encountered. * Oversee changes to the department's catalog entries and ensure accuracy when submitting changes. * Prepare ballots and materials for committee elections. * Prepare promotion and tenure documentation. * Gather necessary materials needed for ABET files and accreditation process. * Assist the Chair in creating and conducting course surveys as well as exit, graduate alumni, and employer survey, as needed. * Assist the Chair in collecting and organizing course syllabi and accreditation data. Other Related Duties - 5% * Perform other related duties as assigned. Minimum Required Qualifications (Civil Service) * High school diploma or equivalent. * Any one of the following from the categories below: * Four (4) years (48 months) of work experience comparable to the third level of this series (Office Support Specialist). * Two (2) years (24 months) of work experience comparable to the fourth level of this series (Office Manager). Knowledge, Skills, and Abilities (KSAs) (Civil Service) * Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems. * Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources. * Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology. * Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. * Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. * Knowledge of computers and computer systems (including hardware and software) to enter data, or process information. * Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work. * Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience. * Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one. * Ability to understand written sentences and paragraphs in work related documents. * Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations). * Ability to apply general rules to specific problems to produce answers that make sense. * Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). * Ability to choose the right mathematical methods or formulas to solve a problem. * Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance. Specialty Factors (Civil Service) None Preferred Qualifications (Civil Service) * Two (2) years of office experience in a higher education setting. * Experience with MyNIU, PeopleAdmin, PeopleSoft, or OnBase. Minimum Required Qualifications (SPS) N/A Additional Requirements (SPS) N/A Preferred Qualifications (SPS) N/A Physical demands/requirements * Ability to sit at desk and computer for extended periods of time. * Ability to carry small packages up to 25 pounds.

Administrative Support Assistant - Lock Shop Posting Number req24889 Department Facilities Mgmt-Maint Services Department Website Link FM Services Location Main Campus Address Tucson, AZ USA Position Highlights University Facility Services (UFS) is looking for a well-qualified Administrative Support Assistant. This position will be stationed inside the Lock Shop/Key Desk and could be a customer facing position at times. This position will coordinate Lock Shop work with other UFS shops and University Departments, provide information and maintain records of current and future jobs. University Facility Services at the University of Arizona consists of over 700 employees and services over 13 million square feet of campus, keeping the grounds beautiful, classrooms clean and all utilities moving through the campus. TEAMWORK is our strength. 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! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here. Duties & Responsibilities * Provide administrative support for Lock Shop Supervisor and staff. Assigning Locksmiths to Service Requests and incoming PD&C and Renovation Services Jobs. Maintains records of Amer-X jobs as well as invoices and estimates. Dispatching Locksmith to jobs from incoming Service Requests. * Serves as a liaison to faculty, staff, and public concerning information or complaints. Review and research Service Requests to ensure only authorized staff are submitting Service requests for key and lock changes. * Assists in maintaining Lock Shop key control database. Prepares weekly reports to UFS Administration. Tracks Amer-X projects and provides reports concerning them. Knowledge, Skills, and Abilities: * Proficient with using a computer and Microsoft Office programs. * Excellent customer service skills, including professional phone etiquette. * Ability to type on a computer 40 words per minute or greater. * Ability to communicate clearly both in email, phone, and in person. Minimum Qualifications * High school diploma or high school diploma equivalency is required. * Three years of relevant experience, or equivalent combination of education and work experience. Preferred Qualifications * Previous experience as a receptionist interacting with front door guests. * Experience working in a University or college setting. * Proficient in Microsoft Outlook Suite. * Experience prioritizing multiple projects and achieving desired results and deadlines. FLSA Non-Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1.0 Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay $18.15 - $22.69 Compensation Type hourly rate Grade 4 Compensation Guidance The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator. Grade Range Minimum $18.15 Grade Range Midpoint $22.69 Grade Range Maximum $27.23 Career Stream and Level OC2 Job Family Administrative Support Job Function Organizational Administration Type of criminal background check required: Fingerprint criminal background check (security sensitive due to job duties) Number of Vacancies 1 Target Hire Date Expected End Date Contact Information for Candidates ************************** Open Date 1/14/2026 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at ********************.

Administrative Support Assistant II Posting Number req24461 Department Arizona International Department Website Link ********************************** Location Main Campus Address Tucson, AZ USA Position Highlights The Administrative Assistant provides high-level administrative and logistical support to the Arizona International office, with a focus on office operations, event coordination and team support. This role supports departmental initiatives by ensuring seamless scheduling, communication, and execution of day-to-day operations and special projects. 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! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here Duties & Responsibilities Duties and Responsibilities Administrative Duties Include: * Serving as front office staff for Arizona International this includes greeting, welcoming and directing visitors. * Answering main phone line for Arizona International, and taking messages, screening or forwarding phone calls. * Manage calendars, schedule meetings, and coordinate appointments for leadership. * Assist in preparing agendas, documents, and communications. * Maintain digital and physical filing systems in accordance with department policy. * Process and track purchase requests, reimbursements, and supply orders. * Sorting and distributing mail and deliveries. * Coordinating golf cart scheduling and maintenance. Assisting with or handling various tasks for Vice President for Arizona International and Dean of International Education and administrative team, this includes: * Scheduling meetings and preparing background information or meeting materials. * Keeping the VP and Dean on schedule on a daily basis. * Driving VP and Dean to meetings using golf cart or pulling out and putting away golf cart when VP and Dean uses for meetings. * Assisting with domestic and international travel including identifying flights or hotels and booking. * Preparing p-card forms, travel reimbursements and other financial documents. * Serving as back-up for other administrative team members. Event & Program Coordination, this includes: * Provide logistical support for department-led events (e.g., receptions, delegation visits, staff events, orientations). * Assist with venue bookings, catering orders, setup/tear-down, and day-of coordination. * Support the planning and communication of events through checklists, timelines, and tracking tools. * Create and maintain post-event documentation and feedback reports. Supervising Student Workers , this includes: * Hiring, training and evaluating student workers. * Help manage student schedules, time reporting, and basic supervision. * Assigning tasks or projects to students and tracking progress. Operations & Facilities: * Serve as a point of contact for routine facility or building maintenance issues. * Submit FM service requests and follow up on completion for Global Center and at times University Services Building. * Maintain office supplies, shared work areas, and resource inventory. * Help ensure smooth day-to-day functioning of shared spaces and equipment. Knowledge, Skills, and Abilities: * Knowledge of office procedures. * Ability to accurately prepare and maintain records. * Skill in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and taking accurate notes. * Ability to communicate effectively in both oral and written form. * Ability to handle difficult and stressful situations with professional composure. * Skill in managing one's own time and the time of others. 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. Minimum Qualifications * 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. Preferred Qualifications * The ideal candidate is organized, proactive, adaptable, and committed to delivering professional and responsive service in a fast-paced, collaborative environment. FLSA Non-Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1.0 Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay $18.15 - $22.69 Compensation Type hourly rate Grade 4 Compensation Guidance The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator. Career Stream and Level OC2 Job Family Administrative Support Job Function Organizational Administration Type of criminal background check required: Name-based criminal background check (non-security sensitive) Number of Vacancies 1 Target Hire Date Expected End Date Contact Information for Candidates Felina Marquez | ****************** Open Date 11/14/2025 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at ********************.

Level: Experienced 40 hours/week - year round Salary Range: $17.19 per hour Travel %: in town Job Shift: Day (M-F), eligible for a hybrid work schedule, may work some evenings and weekends Job Categories: Social Services Classification: Hourly Supervisor: Program Services Director Supervises: None Job Summary: Under the direct supervision of the program services director (PSD), this position provides administrative support for the program services department, the PSD, and on occasion for the chief program officer (CPO). This position is responsible for typing, filing, organizing, scheduling tasks for the PSD and on occasion for the CPO. Performs duties such as primary contact for program enrollment and records requests, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Works with a variety of external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommend changes in office practices or procedures. Benefits: Paid Leave - 26 paid holidays, 5 days paid vacation after one year and up to 20 days each year thereafter, 8 days paid Personal leave first year, 9 days each year thereafter, up to 5 days paid Sick leave per year Insurance benefits - Dental, Flexible Spending Accounts, Health Reimbursement Arrangements, Health Savings Accounts, PPO medical (3 plans), Vision, and Supplemental Life coverage for self, spouse, and child ($25,000 basic life and Accidental Death and Disability provided by employer). Retirement Plan - Agency contribution after years of services and hours of eligibility criteria are met. 401k deferral once eligibility criteria are met. Minimum Requirements: Associate degree from a recognized educational institution in the field of business administration, public administration, communication, or agreed equivalent that supports high quality implementation of our program as determined by the agency Two (2) years of documented experience in a position of similar job content and responsibilities. Demonstrated proficiency using Office 365 (Outlook, Teams, OneDrive, Word, Excel, PowerPoint) Demonstrated proficiency in Adobe Pro Submit a current AZ Department of Public Safety Level One Fingerprint Clearance Card prior to start date Read, write, and speak English and Spanish Competencies: Confidentiality Personal Effectiveness/Credibility Thoroughness. Collaboration Skills Communication Proficiency Technical Capacity Flexibility Other Requirements (post hire) Must be able to travel to and from various sites as needed. Provide proof of immunizations: MMR (Measles, Mumps, Rubella), Tdap (adult Tetanus, Diphtheria, Pertussis), and a clear Tuberculosis self-assessment. Able to pass a company paid physical exam prior to starting work. Able to pass a criminal background check. Must be able to prove the right to work in the USA by providing appropriate documents to complete the Federal I-9 form. Desired Qualifications: Possess a bachelor's degree with major in Business Administration, Public Administration, or agreed equivalent that supports high quality implementation of our program as determined by the agency Minimum three (3) years' work experience at a Head Start grantee organization or a mission driven non-profit organization. Work Environment: Administrative office setting Center environment including and outdoor play areas Physical Requirements: Frequently Sitting for long periods Viewing computer monitor and typing on keyboard for more than 30 minutes at a time Clerical duties (writing, filing, copying, etc.) Occasionally Standing for long periods (more than 30 minutes) Workday beginning prior to 8:00am Qualifications Job specific Duties and Responsibilities Program Administrative Support: Schedule and organize complex activities such as meetings, training, travel, conferences, and department activities for all members of the Program Services Department and for the CPO. Prepare meeting materials and handouts. Produce follow up task lists and track activities. Organize, prioritize, and respond to large volumes of information for the Program Services department and CPO. Sort and distribute mail. Respond to routine and non-routine questions and calls in writing, via phone, email, or fax, as necessary. Handle confidential and non-routine information. Work independently and within a team on special non-recurring and ongoing projects. Act as project manager for special projects, which may include planning and coordinating multiple presentations, assembling packets, disseminating information, coordinating direct mailings, creating brochures. Coordinate division of workload with the Comprehensive Services Unit administrative assistants for larger reoccurring projects including start up, closedown, recruitment and enrollment, recognition dinner, and governance committee meetings. Type and distribute meeting minutes, general correspondences, and memos, etc. Proofread for spelling, grammar, and layout, making appropriate changes to ensure accuracy and clarity of final copy. Perform desktop publishing. Create and develop visual presentations, brochures, charts, tables, graphs, and handbooks. Manage Online and Phone Enrollment Line System and DES SNAP data. Create, update, and keep inventory of information packets for parents. Receive and send information in English and Spanish as requested. Responsible for coordinating Master Calendar entries for all departments, ensure information is accurate. Supervision: Identify self-growth, development goals, and strategies for achievement with support and input from supervisor. Commit and participate in consistent and planned meetings with supervisor to further professional growth by seeking feedback, reflecting on and assessing own practice, and taking advantage of opportunities to improve skills and knowledge. Recordkeeping, Monitoring, and Reporting: Maintain filing system for the Program Services Department and Chief Program Officer. Retrieve information from files when needed. Establish, develop, maintain, and update library of program resources and binders. Track, prepare reports, and distribute a variety of data related to agency compliance with local, state, and federal regulations such as DCS and Site Supervisor feedback. Update and maintain records in governance database for members of the comprehensive services committee; monitors attendance and forwards reports to appropriate departments Leadership, Management, and Teamwork: Actively participate on the program services department management team and contribute to the decision-making process for compliance, strategic initiatives, professional development, budget, governance, and agency self-assessment. Implement and monitor key management decisions in the areas of program services. Participate on the Comprehensive Services Unit team and contribute to the Cross-Department Collaboration team in support of integrated policies, procedures and services. Review policies, procedures, and written compliance plans for the Program Services Department and dialogue with team and supervisor regarding changes and strategies for improvement. Work in cooperation with other administrative assistants within the unit to achieve the unit's goals and objectives. Act as a liaison with other departments and outside agencies. Provide support to the Head Start Policy Council and Advisory Committee through a wide range of activities that include contacts with members and the Site Supervisors, recording attendance, making meeting arrangements (including procuring catering) for agency meetings such as Board, Policy Council, and Advisory. Manage and review system for purchasing and maintenance of Program Services Department materials, supplies, and equipment. Support the planning and updating of procedures manuals, training materials, department calendars, and the Center Master Calendar. Reserve vehicles and meeting rooms for department, CPO and others as needed. Responsibilities for all Child-Parent Centers, Inc.: Understand and model the agency's vision, mission, and philosophy within the agency and the community. Demonstrate approachability, ownership, accountability, and life-long learning. Use the agency's communication and problem-solving approach. Seek the perspective of others. Identify emerging issues and contribute new knowledge. Work to de-escalate when emotions and stakes are high. Maintain professional behavior and relationships with internal and external stakeholders Use agency systems and technologies to accomplish work. Maintain a high level of attendance to support ongoing service delivery. Recognizes children's safety as the first responsibility of all staff and acts swiftly to ensure no child is unsupervised. Implement agency policies and procedures for safeguarding confidential or sensitive information about employees and/or program participants. Restrict access to paper or electronic documents to those with a need to know. Performs other duties as assigned Please Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. This job opening is intended to provide information about the position for employee recruitment purposes only and is not intended to be the basis of any employee contract. Child-Parent Centers, Inc. is an Equal Opportunity Employer.