Administrative Assistant

University Animal Care (UAC), at the University of Arizona, is in search of an Administrative Assistant. The Administrative Assistant provides high-level administrative and operational support to UAC leadership and serves as the primary front-line contact for the department. This role is responsible for ensuring efficient office operations, delivering exceptional customer service, and supporting coordination across a complex research environment. The Administrative Assistant needs to maintain a reliable presence in the office to support daily operations, front desk coverage, and departmental coordination. The successful candidate is highly organized, detail-oriented, and technologically proficient, with the ability to manage competing priorities while maintaining a professional and service-focused approach.

Work schedule is Monday - Friday 7:30am-4:00pm.

University Animal Care (UAC) manages multiple centralized animal facilities at the University of Arizona and oversees the campus wide animal care and use program. UAC provides assistance to scientists, physicians, staff, and students who have received Institutional Animal Care and Use Committee (IACUC) approval to perform research, testing, or educational studies on animal subjects. UAC ensures humane and appropriate animal care and use by providing for the animals daily needs, veterinary care, and monitoring the use of the animals by principal investigators, technical personnel, and students. UAC is devoted to maintaining a safe environment that minimizes the risk of disease or injury to the animals and the personnel who work with them. UAC maintains accreditation by AAALAC International, the gold standard for animal care and use programs.

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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Front Desk & Customer Service Operations

• Oversee daily front desk operations and ensure consistent coverage during business hours, serving as the initial point of contact for visitors, researchers, and stakeholders.
• Deliver high-quality, professional customer service; respond to inquiries and resolve routine issues while escalating complex matters as appropriate.
• Serve as a liaison to faculty, staff, students, alumni, external partners, and the public, ensuring clear and timely communication.

Administrative & Operational Support

• Provide direct administrative support to the Director and UAC leadership, ensuring timely coordination of priorities, communications, and follow-up actions.
• Manage leadership calendars, including scheduling, prioritizing requests, and resolving conflicts across internal and external stakeholders.
• Coordinate meetings, prepare materials, and support logistics for departmental activities and initiatives.
• Arrange travel and prepare related documentation in accordance with university policies.

Systems, Technology & Communications

• Maintain and update departmental websites and contribute to content under leadership guidance.
• Utilize and maintain administrative systems and tracking tools (e.g., spreadsheets, databases) to support operational accuracy and reporting.
• Process cage card activations and deactivations to support accurate census tracking.

Office Coordination & Records Management

• Maintain centralized records and ensure compliance with university and state retention requirements.
• Manage office operations including supplies, shared resources, and departmental calendars.
• Support onboarding processes by coordinating access, training completion, and basic systems navigation for new employees.

Financial Support

• Support finance and business operations through administrative coordination, including travel and uniform reimbursements and maintaining tracking documentation.
• Organize and maintain supporting documentation (e.g., packing slips, records) in alignment with departmental procedures.
• Provide backup support for invoicing processes as needed.

Knowledge, Skills, and Abilities:

• Strong organizational and time management skills with attention to detail.
• Excellent interpersonal and customer service skills.
• Ability to manage multiple priorities and adapt to changing needs.
• Technological proficiency and ability to learn new systems quickly.
• Professional judgment and discretion in handling sensitive information.

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.

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

• Demonstrated experience providing customer service in a fast-paced setting.
• Experience with Microsoft Office (Excel, Word, Outlook) and web content management systems.
• Experience with website and electronic form management.