Administrative Support Assistant III

Administrative Support Assistant III

University Facility Services is looking for a well-qualified Administrative Support Assistant. The Administrative Support Assistant for Facilities Operations provides administrative, clerical, and operational support to the Facilities Management team. This position ensures the smooth day-to-day functioning of facilities services by coordinating work requests, maintaining records, processing documentation, and serving as a key point of contact for staff, vendors, and stakeholders.

University Facility Services at the University of Arizona consists of over 700 employees and services over 13 million square feet of campus, keeping the grounds beautiful, classrooms clean and all utilities moving through the campus. Teamwork is our strength.

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

• Provide administrative support to Facilities Operations leadership and staff, including scheduling meetings, preparing agendas, and drafting correspondence.
• Maintain accurate records, databases, and filing systems for work orders, contracts, equipment, and maintenance schedules.
• Assist with procurement activities: create purchase requisitions, track orders, and process invoices in compliance with organizational policies.
• Prepare and distribute reports related to facilities operations, such as work order status, preventive maintenance, and compliance metrics.
• Perform general office duties including answering phones, copying, scanning, and managing correspondence.
• Support budget tracking, expense reporting, and inventory management.
• Assist in ensuring compliance with safety, regulatory, and organizational standards.
• Provide backup coverage and administrative support to other Facilities team members as needed.

Knowledge, Skills, and Abilities (KSAs):

• Working knowledge of office administration practices, procedures, and equipment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to learn new software quickly.
• Effective verbal and written communication skills for interacting with staff, contractors, and stakeholders.
• Excellent organizational and time-management skills to prioritize multiple tasks and meet deadlines.
• Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail.
• Ability to work independently with minimal supervision as well as collaboratively in a team environment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to communicate clearly and professionally, both orally and in writing.
• Strong organizational skills with attention to detail and accuracy.

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.
• Five years of relevant experience, or equivalent combination of education and work experience.
• Ability to drive according to the University Fleet Safety Policy.

Preferred Qualifications

• Associates degree or coursework in business administration or facilities management.
• Two or more years of administrative or office support experience in facilities, property management, or operations.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

The Rate of Pay 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 represents 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.

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