Administrative Assistant

The Administrative Assistant provides front desk, reception, and administrative support for Arizona Public Media, serving as the first point of contact for visitors, donors, members, and staff. This position ensures the efficient daily operation of the front office and reception area while delivering professional customer service and administrative assistance to the Executive Office, administrative leadership, and Business Office.

The Administrative Assistant is responsible for managing incoming communications, coordinating visitor services, supporting donor and member inquiries, and performing routine clerical and financial processing tasks in accordance with University of Arizona policies and procedures. This role also supports cash handling and accounts receivable activities related to donor contributions, maintains records and documentation, assists with training and scheduling reception volunteers, and supports special events and projects as needed. The position operates with established guidelines and procedures and exercises independent judgment within the scope of assigned responsibilities.

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, Reception, and Customer Service Operations:

• Oversees the day-to-day maintenance, organization, and operation of the front desk and reception area, including, but not limited to, the ordering of office supplies and postage, copy machine maintenance, and visitor hospitality. Maintains a professional, organized, clean front office and reception area.
• 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. Handles visitor parking reservations as needed.
• Provides donor/member assistance as needed, including technical support such as PBS Passport activation.
• Researches and resolves customer and member inquiries.
• Monitors and responds appropriately to external email inquiries in a timely manner.

Administrative and Clerical Support:

• Performs filing and file maintenance.
• Posts notices to internal websites.
• Provides general clerical assistance to the Executive Office and administrative leadership team under the direction of the Executive Assistant and Administrative Services Manager, including travel authorizations, expense reports, expense reimbursement requests, public file assistance.
• Performs a variety of administrative support activities for immediate supervisor on own initiative.

Financial Processing and Business Office Support:

• 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.
• Provides additional assistance to the Business Office as needed.

Policies, Training, Special Projects, and Operational Support:

• 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.
• Completes all annual required trainings, including cash handling procedures, anti-bias, communications, online security, and other trainings.
• Assists with special events and projects as needed. Some special events may be held outside of regular business hours and away from primary place of business.
• Evaluates and resolves problems within the scope of the position's responsibilities.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities (KSAs):

• 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 general public, donors, members, and staff.

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