Administrative Assistant III (UA Library Administration)
Posting Number
req26610
Department
UA Library Administration ADM
Department Website Link
https://lib.arizona.edu/about/organization
Location
Tucson Campus
Address
Tucson, AZ USA
Position Highlights
The University of Arizona Libraries are enterprising partners in advancing the University's priorities by promoting inquiry, creative endeavor, scholarly communication, and lifelong learning. Serving as an intellectual crossroads of the University, the Libraries support innovative interdisciplinary research and scholarship while providing resources and services that enrich both the Arizona community and a global academic audience.
The University of Arizona's Library Administration invites you to apply for the role of Administrative Assistant III. The Administrative Assistant III is a key member of the Libraries' Administration Office, supporting the Deans under the guidance of the Executive Associate and other administrators. As part of the Dean's support team, you will help plan and coordinate community events, library programs, cross-campus initiatives, project-based initiatives, and donor engagement activities. Success in this role calls for initiative, sound judgment, professionalism, and discretion. You will resolve non-routine situations by interpreting policies and choosing the best course of action. You will also engage with a wide range of stakeholders, including students, faculty, staff, donors, senior leaders, and community partners, requiring adaptability and tact.
The first review of applications will begin on August 3, 2026. Applications will be accepted until the position is filled.
Visa sponsorship is not available for this position.
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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Duties & Responsibilities
- Provides complex calendar administration and meeting coordination for the Associate Dean and the Director of Finance and Administration. Offers contingency support for the Dean's and Vice Dean's schedules, as needed.
- Provides comprehensive administrative assistance to the Administration Office leadership team, including answering calls and inquiries, welcoming visitors, managing correspondence, arranging meals, and supporting other duties as required.
- Oversees logistical arrangements for high-level meetings, encompassing venue reservations, setup, cleanup, and collaboration with campus partners, often coordinating catering services as necessary.
- Maintains the central supply closet, processes special supply requests, and orders business cards and letterhead for library staff.
- Supports project-driven initiatives guided by the Associate Dean through the facilitation of interdepartmental and cross-institutional meetings, the organization of timelines, calls for applications, review procedures, and recognition activities.
- Partners with the Administration Office and the Marketing & Events teams to plan, monitor expenditures for, and execute various events, including lectures, luncheons, donor receptions, and staff gatherings, by managing logistics such as room reservations, audiovisual setup, catering, and other event requirements.
- Assists with development and donor-related activities, as needed.
- Provides administrative assistance to other library departments, as needed.
Knowledge,Skills, and Abilities (KSAs):
- Adaptable and flexible in a fast-paced environment, with a willingness to learn new skills and manage shifting priorities and time constraints.
- Excellent interpersonal and communication skills, including the ability to collaborate with library leadership and campus-wide colleagues, use professional business vocabulary, and exercise discretion and sound judgment when handling sensitive or confidential matters.
- Proficient in Microsoft Office Suite, with advanced skills in Outlook.
- Familiarity with event management standards and best practices.
- Skilled in planning and executing high-level events and meetings from concept to completion.
- Creative problem-solving skills to design and implement new approaches for unique library events.
- Willingness and ability to learn campus contract processes and university policies.
- Highly organized, with strong attention to detail.
- Ability to work in a highly collaborative environment, one that values and leverages the benefits of a variety of perspectives.
- Ability to demonstrate positive attitude and strong demonstration of UA Libraries' Values.
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.
Minimum Qualifications
- High school diploma or high school diploma equivalency is required.
- Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.
Preferred Qualifications
- Experience with Microsoft Office applications (Word, PowerPoint, Excel, and Outlook).
- Experience managing complex calendars in Outlook.
- Experience effectively presenting creative ideas to others visually, verbally, and in writing.
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
$20.33 - $25.41
Compensation Type
hourly rate
Grade
5
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 represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.
Career Stream and Level
OC3
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
8/17/2026
Expected End Date
Contact Information for Candidates
Mary Simons
Executive Associate to the Deans of the Libraries and Development
simonsm@arizona.edu
Open Date
7/23/2026
Open Until Filled
Yes
Documents Needed to Apply
Resume and Cover Letter
Special Instructions to Applicant
Notice of Availability of the Annual Security and Fire Safety Report
In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses.Thesereports 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 cleryact@arizona.edu.
