Office Manager

Posting Number req17987 Department Fine Arts Administration Department Website Link https://cfa.
arizona.
edu/ Location Main Campus Address Tucson, AZ USA Position Highlights The Office Manager for Arizona Arts, primarily supports the front desk, and the daily front office operations, communicating with internal and external stakeholders, students, faculty, staff, community members, donors, and VIP's as the first point of contact.
A successful candidate will be able to work effectively as part of a team-oriented environment and will need to demonstrate excellent communication skills with the ability to handle multiple tasks.
The Office Manger, will provide support to the Executive Leadership of the Dean's office, as well as support the Dean's Executive Assistant with scheduling meetings, and other administrative tasks as needed.
This is an in-person position.
Arizona Arts brings together the highly regarded academic programs of the College of Fine Arts with world-renowned offerings from Arizona Arts Live, Center for Creative Photography, and the University of Arizona Museum of Art.
We believe the arts hold the power to expand human potential by encouraging us to engage different perspectives and cultures.
By highlighting Tucson and the University of Arizona as a premier arts destination, we seek to expose the world to the boundless talent and creative energy fueling Southern Arizona.
Only through collaboration among our various arts organizations and including all stakeholders can we fully realize our creative potential.
From this effort comes a more connected community and, ultimately, a more meaningful human experience for all.
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! The University of Arizona has been recognized for our innovative work-life programs.
Duties & Responsibilities Duties and Responsibilities: • Oversees the front desk of the Fine Arts Administration office/Dean's suite, acts as the first point of contact, by managing incoming phone calls, welcoming students and guests, and connecting Arizona Arts staff with visitors; will open/close the office daily.
• Distributes department mail daily, manages check-in and check-out of departmental service permit.
• Orders and maintains office and business meeting supplies for the Dean’s office; ensuring supplies are distributed as appropriate and remain well organized.
• Responsible for reviewing and updating main Dean’s office webpage.
• Supports the executive leaders in the Dean's suite, including the Assistant Dean of Finance/Chief of Operations, Associate Dean of Faculty Affairs and Associate Dean of Research and the Executive Director of Philanthropy.
• Provides assistance including but not limited to, calendaring, travel arrangements as requested, conferences registrations, etc.
• Responsible for Cash receipts and deposits for several Arizona Arts units • Serves as backup support to complete and submit financial forms such as travel authorizations, expense reimbursements, and PCard use forms.
• May attend select meetings, takes notes, and synthesizes information for distribution; provides other meeting-related assistance as needed.
• Contacts Facilities Management to request services for Dean’s office and Fine Arts Administration building; responsible for managing and approving surplus requests; responsible for issuing keys and coordinating building access as requested.
• Responsible for managing space use requests for Arts Oasis, Slonaker living room and courtyard, and the Tournabene courtyard; including maintaining calendars for each space and notifying appropriate areas of scheduled events.
• Schedules department-controlled meeting rooms reservations.
• Assists with special events and meetings as assigned, such as coordinating meeting rooms, catering orders, etc.
• Provides support with Arizona Arts annual giving, and philanthropy award programs.
• Supervises student workers.
• Other Duties as assigned.
Knowledge, Skills, and Responsibilities: • Ability to complete work with minimal supervision.
• Demonstrate organizational skills, including ability to plan, establish priorities, and successfully manage multiple projects.
• Demonstrate excellent verbal and written communication.
• Knowledge and familiarity of programs within Arizona Arts and College of Fine Arts.
• Working knowledge and proficiency with Microsoft Office Suite, Zoom, Doodle Poll.
Minimum Qualifications Bachelor's degree or equivalent advanced learning attained through experience required.
1 year of relevant work experience required.
Professional experience in administrative support or similar roles.
Preferred Qualifications Experience working directly with executive leadership.
Experience working with educational or cultural institutions.
Experience in the arts.
FLSA Non-Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1 Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay $25.
50 hrly - $26.
44 hrly/DOE Compensation Type hourly rate Grade 7 Career Stream and Level PC1 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 3/18/2024 Expected End Date Contact Information for Candidates Dulce Armenta Dulceja@arizona.
edu Business Office Coordinator Open Date 10/13/2023 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.