Administrative Associate

Administrative Associate Posting Number req26466 Department A Center Department Website Link https://theacenter.arizona.edu/ Location Tucson Campus Address Tucson, AZ USA Position Highlights The A Center, a unit within the Division of Undergraduate Education, seeks a highly organized, service-oriented, and collaborative professional to serve as an Administrative Associate. This position plays a critical role in supporting the operational excellence of The A Center and the Office of the Assistant Vice Provost for Academic Advising.

The Administrative Associate serves as a central point of coordination for administrative operations, executive support, student and stakeholder engagement, event planning, data management, and technology systems support. This position contributes directly to the effectiveness of academic advising services that support undecided/undeclared students and Pre-Professions (Pre-Health and Pre-Law) student populations.

This role requires exceptional professionalism, discretion, organizational ability, and communication skills, as well as the capacity to manage multiple priorities in a dynamic university environment.

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

• Provide high-level administrative support to the Assistant Vice Provost for Academic Advising, including complex calendar management, meeting coordination, correspondence, and logistical planning.
• Manage executive schedules proactively by prioritizing appointments, resolving conflicts, and ensuring timely preparation for meetings and events.
• Organize and coordinate regular and ad hoc meetings involving administrators, faculty, staff, donors, alumni, and external partners; prepare and distribute agendas, materials, and follow-up documentation.
• Record meeting notes and disseminate relevant information and action items to appropriate stakeholders.
• Create and maintain professional marketing materials, flyers, handouts, website content, and digital communications to support outreach, engagement, and office initiatives.
• Maintain and update departmental data systems and records, ensuring accuracy, confidentiality, and effective reporting practices.
• Manage event logistics such as room reservations, audiovisual equipment, catering, accommodations, rentals, invitations, and event communications.
• Exercise sound judgment and professionalism when responding to inquiries and resolving administrative issues independently.
• Maintain the highest level of confidentiality and professionalism when managing sensitive student, employee, financial, and departmental information, ensuring compliance with university policies, privacy regulations, and ethical standards.
• Support the coordination and manage the planning and execution of key departmental events and initiatives, including the Meet Your Major Fair and Health and Law Expos. Responsibilities include developing event timelines, coordinating logistics, communicating with campus partners and vendors, managing event materials, tracking project progress, and ensuring successful event implementation.
• Serve as a professional and welcoming point of contact for students, faculty, parents, staff, and community members seeking information about advising services, professional school preparation, and university resources.
• Provide exceptional customer service in person, by phone, and through written communication, ensuring inquiries are addressed accurately and efficiently.
• Support front desk operations and lobby coverage as needed, maintaining a professional and student-centered environment.
• Collaborate with Trellis partners to support the development, implementation, troubleshooting, and enhancement of advising applications and workflows.
• Coordinate and support signature programs and events, including Major Exploration initiatives, Major Fairs, New Student Orientation, Health and Law Expos, workshops, presentations, and other advising-related programs.
• Maintain the department’s master event calendar and ensure leadership and staff are informed of upcom