Administrative Assistant, Finance

The Finance Department is hiring an Administrative Assistant to provide administrative support to the department head, business manager, academic director, academic coordinator, events coordinator and faculty.

This position is essential to the department and requires a high degree of customer service, professionalism and ability to multi-task. The Department of Finance is a highly cohesive unit, and the successful candidate will excel as a member of the team while being able to work independently.

The Administrative Assistant will oversee the daily operations of the department's front office by providing general administrative functions and assistance to our faculty and staff. Some of the responsibilities include opening and closing the department, conference room scheduling, monitoring the copier room, mail and packages, tracking capital and non-capital assets, employee reimbursements, PCard and travel reconciliation.

The Eller College of Management at the University of Arizona is a leading business school in the United States. The Eller College of Management is highly ranked among undergraduate business programs by the U.S. News & World Report, and are known for our specialties in management information systems, entrepreneurship, and social innovation. The Eller College of Management supports more than 9,000 undergraduate and 1,300 graduate students on the University of Arizona's 393-acre campus in Tucson, a satellite campus in downtown Phoenix, global micro campuses, and through Arizona Online.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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.

Administrative Support:

• Oversee the daily operations of the department's front office, provide customer service to students and department guests, and general administrative assistance.
• Ensure timely opening and closing of the department, maintaining coverage of the department's reception desk.
• Process financial documents, reimbursements, PCard transactions, and other daily financial processing tasks using university financial systems.
• Maintain and order keys, keyless entry, and key request forms for new employees and students.
• Maintain and purchase office supplies, hospitality items, department copier, ordering toner, maintaining copy codes, reporting maintenance issues.
• Assist with tracking inventory (including asset inventory, department computers and off-site items).
• Perform a variety of clerical tasks as needed, including but not limited to: managing the main office phone line, photocopying, scanning, mail distribution, shipping and receiving, and document delivery to other units across campus upon request.
• Provide support to the department head, business manager, academic director, academic coordinator, and events coordinator as needed.

Academic Support:

• Assist in planning, preparation, and implementation of all Finance events as needed.
• Maintain department room calendars and usage, ensuring rooms are presentable (tables and white boards wiped clean, tissues, markers, erasers) and appropriately equipped.
• Assist with syllabi collection, ordering teacher course evaluation forms and student course surveys.
• Facilitate make-up exams by collection and securing tests, scheduling.
• Additional duties as assigned.

Knowledge, Skills, and Abilities:

• Ability to multi-task.
• Ability to work independently.
• Excellent organization skills.
• Detail oriented skills.
• Excellent communication skills.

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

• Experience working with a financial system to reconcile transactions, reimbursements, and travel expenses.
• Experience working with Microsoft Office Suite and Adobe Acrobat.
• Experience providing customer service.