Under the general supervision of the Executive Assistant to the Chief Executive Officer, the Administrative Assistant performs varied advanced secretarial and administrative work unique to the assigned work units which include the AZPM Business Office, the Executive Office. The incumbent must exemplify personal integrity and be able to demonstrate the ability to exercise discretion, maintain confidentiality and, with minimal direct supervision, act with initiative and use independent judgment.

AZPM receives a significant amount of support from the University, viewers, listeners, and corporate supporters. Regardless of job capacity, each employee is obligated to present a professional and helpful business image to those with whom they come in contact.

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; state and optional retirement plans; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities:

• Opens and closes the reception desk daily (8:00a-5:00p).
• Performs a variety of administrative support activities for immediate supervisor on own initiative.
• Evaluates and resolves problems within the scope of the position’s responsibilities.
• Sorts and distributes all incoming mail.
• Screens and logs phone calls, voice mail messages, and visitors, and directs to the appropriate staff or department as necessary.
• Provides donor/member assistance as needed, including technical support such as PBS Passport activation.
• Researches and resolves customer inquiries.
• Assists with training and scheduling the reception desk volunteer(s), and acts as a reception area policy and procedure point of reference.
• Maintains a regularly updated policies and procedures manual.
• Oversees the day-to-day operation of the front desk and reception area including, but not limited to, the maintenance, organization, and ordering of office supplies, postage; assignment of visitor and VIP parking passes; postage machine and copy machine maintenance; maintains a professional, organized, clean front office and reception area.
• Performs filing and file maintenance.
• Monitors and responds appropriately to external email inquiries in a timely manner.
• Posts notices to internal websites.
• Provides general clerical assistance to the Executive Office and administrative leadership team under the direction of the Executive Assistant, including travel authorizations, expense reports, expense reimbursement requests, public file assistance.
• Accounts Receivable: Is responsible for the timely disposition of check donations in alignment with University of Arizona cash handling procedures, including categorizing, check log entry, donor and/or membership database entry, updating donor/member information, and daily bank deposits.
• Completes all annual required trainings, including cash handling procedures, diversity, anti-bias, communications, and other trainings.
• Provides additional assistance to the Business Office as needed.
• Assists with special events and projects as needed.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Attention to detail and exceptional follow through.
• Ability to work efficiently in a fast-paced environment and take initiative.
• Knowledge of standard office practices and procedures.
• High-level computer skills in Microsoft Office applications, including Access databases and Outlook.
• Ability to interact effectively with all types of people.
• Ability to communicate effectively and professionally in person, on the phone, and via email with the general public, donors, members, and staff.

Minimum Qualifications:

• High school diploma or equivalent, or equivalent learning attained through experience required. 
• Minimum of 3 years of relevant experience required.

Preferred Qualifications:

• Experience following procedures and processing of departmental financial transactions.
• Experience in a customer service environment with an emphasis on researching and resolving customer problems.