Administrative Assistant II (Phoenix, AZ)

Administrative Assistant II (Phoenix, AZ) Posting Number req26423 Department Planning & Operations Phoenix Department Website Link Planning & Operations, Phoenix Location Greater Phoenix Area Address Phoenix, AZ USA Position Highlights This position's main focus will be administrative support for University Facilities Services at the PBC Bioscience Core Campus. This will include a variety of administrative duties which include but are not limited to risk management follow up and document control, campus walks to check door issues, data entry for document organization, as well as assisting in quality control reviews of Maintenance Connection. Secondarily, they will support department building operations managers with a variety of administrative duties which include but not limited to writing & issuing a quarterly newsletter, updating our departmental website, and issuing campus wide FM (Facilities Maintenance) alerts. This position will also serve as backup support to the other department Administrative Assistants.

Visa sponsorship is not available for this position.

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

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Duties & Responsibilities

• Assists in administrative functions; including document control, coordination of meetings with contractors and stakeholders, and follow up regarding quality control related to facility operations. 
• Assists in day-to-day administrative operations for University Facility Services–Phoenix to ensure effective departmental workflow and compliance with university policies and procedures.
• Assists in document control, records management, and operational documentation including facility inspection records, safety training documentation, and standard operating procedures.
• Follows up with contractors, campus partners, and internal staff to support operational activities and ensure quality control across facility management programs.
• Assists with tracking of departmental projects and operational initiatives.
• Assists department managers with administrative tasks.
• Organizes and maintains physical/digital records, files, and databases.
• Assists supervisor in tracking small tenant improvement and facility modification projects for U of A, NAU, ASU, VA.
• Supports supervisor with insurance claim documentation and coordination with Risk Management and state adjusters as required.
• Collects information, writes & issues quarterly newsletter.
• Keeps departmental website up to date.
• Cross trains & acts as a backup to other Administrative Assistants in the University Facility Services Phoenix department. 
• Assists in tracking of door requests and hardware tracking programs, including coordination of preventive maintenance, ADA accommodation requests, and system documentation.
• Assists in data entry for facility construction documentation including structural drawings, close-out documents, and maintenance specifications in both electronic and hard copy formats. 

Knowledge, Skills and Abilities

• Computer applications and systems skills.

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.
• Must have a valid driver’s license and ability to drive according to the University Fleet Safety Policy.

Preferred Qualifications

• 2 years of paraprofessional experience in administration, customer service, governmental research or dealing with technical and administrative affairs.