Operational Support Assistant

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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• Monitor internal financial transactions to ensure compliance with university policies and guidelines.
• Provide routine support for daily unit operations and services.
• Collect and organize data to assist with preparing operational reports and schedules.
• Respond to inquiries by referring individuals to the appropriate university policies or unit procedures.
• Assist with updating and maintaining departmental procedures, policies, and records.
• Review contracts, regulations, and procedural guidelines to support understanding and compliance.
• Prepare and submit reimbursement requests, travel, P-card reconciliations, purchase orders and other related forms.
• Coordinate purchasing activities to align with departmental budgets and objectives.
• Collaborate with team members to enhance operational processes and improve workflow efficiency.
• Identify and escalate potential issues related to supply or financial processing to the appropriate supervisor or department.
• Conduct periodic reviews of supply inventory and financial records to ensure accuracy and adherence to procedures.
• Prepare routine reports on financial and inventory operations for management review.
• Maintain workflows related to operational and business processes to support strategic goals.
• Assist in training new team members on operational processes and workflows.

Knowledge, Skills, and Abilities:

• Strong organizational skills with the ability to manage multiple requests, priorities, and deadlines.
• Effective written and verbal communication skills and ability to coordinate with internal and external partners.
• Ability to operate standard conference room, audiovisual, and workplace technology(including Zoom and other Microsoft Office products) using established controls, procedures, and documentation.
• Ability to follow established procedures, document issues, maintain records, and route requests to the appropriate resource.
• Ability to monitor established tracking systems, notification tools, and appropriately report or escalate identified concerns.
• Ability to use standard office, ticketing, purchasing, scheduling, and recordkeeping systems.
• Ability to operate standard AZPM broadcast equipment and other standard technology using established instructions and controls.

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.

• Experience providing administrative or operational support in a professional environment.
• Experience coordinating service requests, maintenance needs, vendors, or internal service
  departments.
• Experience using ticketing, recordkeeping, purchasing, scheduling, or other administrative systems.
• Experience supporting meetings, events, shared spaces, or day-to-day site operations.
• Experience working in higher education, media, public service, or another complex organizational
  environment.