Administrative Assistant - Phoenix Campus Student Affairs Admin

Provides administrative support to the Associate and Assistant Deans for Student Affairs. Performs complex, confidential, and diversified administrative duties that require sound judgment, initiative, and discretion. 

Located in Midtown Phoenix, work full-time Monday through Friday day hours. After sufficient training, there is an option to work 1-2 days/week from home. 

This position requires strong organizational, communication, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced environment while maintaining confidentiality.

Key Responsibilities:

• Manage calendars, schedule appointments, meetings, conferences, and travel arrangements for Student Affairs leadership, faculty, and staff.


• Prepare and distribute correspondence, reports, presentations, and other time-sensitive communications. Review outgoing correspondence for accuracy and consistency.


• Serve as a primary point of contact for faculty, staff, students, and external stakeholders; respond to inquiries and coordinate communications.


• Organize, maintain, and archive confidential records, files, and historical documents; ensure efficient retrieval of information.


• Coordinate office operations, including mail distribution, supply ordering, catering requests, and conference room scheduling.


• Process invoices, direct payments, expense reimbursements, independent contractor documentation, and assist with P-card reconciliations.


• Support special projects by maintaining project files, tracking progress, and following up on outstanding items.


• Assist with exam administration, including proctoring and coordinating proctor schedules for reviews, quizzes, and examinations.


• Coordinate student scheduling permits for USMLE Step 1 Prometric examinations.


• Serve as a resource for resolving complex administrative issues and implementing follow-up actions.

Qualifications:

• High school diploma or equivalent required. Associate’s degree preferred.


• 6 years' administrative and/or office management experience.


• Organizational, time management, and project management skills/experience.