Job Details

Administrative Assistant/Receptionist

The Office of Research & Partnerships is seeking a full-time administrative assistant and receptionist for the Sr. Vice President for Research & Partnerships office. This versatile role combines administrative, receptionist, purchasing, supplies management, and travel support duties to ensure efficient operations in a dynamic research environment.

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!

Receptionist Duties:

• Serve as the first point of contact for visitors; greet and register guests while maintaining a professional, welcoming environment.
• Answer, screen, and route incoming telephone calls and inbound emails; manage general inquiries in person, by phone, and via email.
• Schedule and coordinate appointments with Executive Associates and support conference room scheduling.
• Maintain the reception area, ensuring a tidy and organized space.
• Handle incoming mail and packages; distribute materials to appropriate staff or departments.

Purchasing Transactions:

• Assist in the preparation and processing of purchase orders and requisitions for supplies, equipment, and services.
• Track the status of orders, contracts, and deliveries; liaise with suppliers to ensure timely procurement and resolve any issues.
• Verify and reconcile invoices, ensuring accuracy and compliance with university purchasing policies.
• Maintain organized records of all purchasing activity for easy retrieval and audits.
• Research vendors and support contract negotiations as necessary

Travel Support:

• Coordinate domestic and international travel for the team, as needed.
• Arrange transportation, accommodations, and itineraries; assist with preparation and processing of travel documents and reimbursements.
• Provide guidance on university and departmental travel policies and procedures.
• Maintain records of travel requests, authorizations, and expenditures for budget tracking and compliance purposes.

Supplies Management:

• Manage inventory of office and research supplies; monitor stock levels and anticipate reordering needs to prevent shortages.
• Create and maintain an office inventory system, tracking usage and organizing storage for efficiency.
• Coordinate with staff to identify supply needs and implement cost-effective ordering practices.
• Educate office personnel on responsible supply use and report low stock promptly

• Additional clerical and meeting support as needed. This may include supporting VIP visits, such as providing on-campus transportation (via golf cart), managing the meeting room (including AV), etc.

Knowledge, skills, and abilities:

• Proficiency in Outlook, Microsoft Office Suite, calendaring, MS Word, and MS Excel

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 3 years of relevant experience, or equivalent combination of education and work experience.