Administrative Support Assistant II

Job title: Administrative Support Assistant II

Company: University of Arizona

Job description: Administrative Support Assistant II
Posting Number req20264
Department Osher Life-Long Learning Inst
Department Website Link https://olli.arizona.edu/
Location Main Campus
Address Tucson, AZ USA
Position Highlights The Office Specialist (Administrative Support Assistant II) for the Osher Lifelong Learning Institute at the University of Arizona (OLLI-UA) provides administrative, operational and financial support for the 1,100+ member organization. This position reports to the OLLI-UA Program Manager and works closely with the Program Manager, Program Coordinators, OLLI nonprofit leadership and volunteers, the office of Continuing and Professional Education, and the finance and administrative team to provide a variety of support to OLLI-UA. This position involves extensive phone, email and in-person interactions that involve exemplary ongoing customer service and marketing to members, prospective members and volunteers involved with the program.The Osher Lifelong Learning Institute at the University of Arizona (OLLI-UA) has been offering community learning for adults 50+ for over 30 years. It is learning just for the joy of learning, with no tests or grades. Classes are offered in Tucson and Green Valley as well as online.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; retirement plans; access to UA recreation and cultural activities; and more!The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please .
Duties & Responsibilities Customer Service / Sales Support:

• Act as primary OLLI-UA liaison and customer service point contact for all general inquiries as well as internal University communications.
• Helps drive membership sales through active recruitment and solicitation of prospective members, giving accurate information regarding how the program works and encouraging people to join / re-join OLLI-UA.
• Manage the primary OLLI-UA email inbox and voicemail, answering inquiries in a timely manner. Often having to triage incoming requests to prioritize when, how, and who should handle a request.
• Provide professional responses and accurate information regarding OLLI-UA, class dates, locations, and registration to from callers, email, and walk-ins.
• Aid OLLI-UA members / instructors with training and support on the OLLI-UA website/registration system.
• Process and support OLLI-UA members in getting official DCC status for UA CatCard benefit.

Administration:

• Use CMS registration system to create, edit and manage various classes and events.
• Manages master OLLI-UA outlook calendar
• Proactively manages class wait lists, adding members/students when space becomes available. Encouraging andprocessing requests to drop classes if members cannot attend.
• Routinely monitoring abandoned shopping carts on website – ensuring members successfully join and register forclasses and events.
• May act as a point contact for volunteer work groups helping coordinate meetings, agenda, and ongoing activities.
• Run reports for internal and external use from the registration system and format them for use in Excel.
• Edit / update front end website pages through the registration system.
• Occasional time sensitive repetitive data entry work when launching new catalogs/sessions.
• Assist in producing name tags for members as needed.
• Manage office (space and supplies).
• Other duties as assigned in support of day-to-day OLLI-UA operations.

Finance:

• Work with OLLI-UA Program Manager, finance and admin staff and OLLI-UA Board Treasurer on financial operations of OLLI-UA.
• Basic bookkeeping / financial record keeping using UA and OLLI-UA financial systems.
• Ensure timely and accurate processing of invoices, credit card receipts and account coding.
• Manage annual and ongoing UA PCI (Payment Card Industry) compliance.
• Process payments for memberships and fee-based events in compliance with PCI standards.
• Take phone credit card payments for memberships and events.
• Process refunds in registration system in coordination with Program Manager.
• Assist with fundraising/development activities including processing and reconciling donations.

Knowledge, Skills and Abilities:

• Position works closely with aging populations requiring patience and understanding of their needs.
• Ability to communicate effectively with different groups/individuals.
• Proficiency and comfort with the interpersonal needs of customer service and sales/marketing.
• Demonstrated ability to learn new software and processes.
• Ability to work independently and as part of a small team that jumps in on priority tasks as needed.
• Ability to respond to numerous competing demands, coordinate work with others, and handle multiple programs and activities.
• Ability to arrange, plan ,and coordinate tasks or activities in a systematic, efficient manner.
• Ability to drive to multiple locations at times, office ,university and campus locations.

Minimum Qualifications

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.
• Ability to drive according to the University

.
Preferred Qualifications

• Bachelor’s Degree
• Experience in sales and marketing.
• Proficiency and experience with basic accounting systems and bookkeeping practices.
• Experience working with senior populations.
• Experience working with a nonprofit 501(c)(3) organization.
• Experience with modern content management systems.
• Proficiency and experience with MS Office suite including MS Excel, Word, PowerPoint, Access, Outlook, Teams
• Proficiency and experience with Zoom, Google Drive, Docs, Mailchimp, Adobe Creative Suite

FLSA Non-Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job FTE 1.0
Work Calendar Fiscal
Job Category Organizational Administration
Benefits Eligible Yes – Full Benefits
Rate of Pay $18.15 – $22.69
Compensation Type hourly rate
Grade 4
Compensation Guidance The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our and our .
Grade Range Minimum $18.15
Grade Range Midpoint $22.69
Grade Range Maximum $27.23
Career Stream and Level OC2
Job Family Administrative Support
Job Function Organizational Administration
Type of criminal background check required: Name-based criminal background check (non-security sensitive)
Number of Vacancies 1
Target Hire Date 9/6/2024
Expected End Date
Contact Information for Candidates W. Scott Aldridge – wsa@arizona.eduOpen Date 8/9/2024
Open Until Filled Yes
Documents Needed to Apply Resume and Cover Letter
Special Instructions to Applicant
Diversity Statement At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.
Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an for each of the University’s campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at

Expected salary:

Location: Tucson, AZ

Job date: Sun, 11 Aug 2024 04:12:57 GMT

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