Administrative Coordinator, Arizona Arts Live

The University of Arizona's Arizona Arts Live is accepting application for the position of Administrative Coordinator. This position will work under the direction of the Managing Director, and in support of the leadership team for Arizona Arts Live. The ideal candidate will be passionate about the ways arts and culture build and strengthen communities. The Administrative Coordinator will engage with stakeholders throughout the University and with community members, possess outstanding verbal and written communication skills, and work collaboratively with staff in an organization that values the power of the arts on a University campus and in Southern Arizona.

This position works regular business hours in-person, except during weeks when Arizona Arts Live is hosting experiences. Flexible hours in alignment to Arizona Arts Live schedule/ performances, events, i.e., evenings and weekends will be required.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

• In-person point of contact for the Director's office; welcomes and greet visitors, determines nature of business, and responds appropriately utilizing independent judgment based on the knowledge of the university, department and urgency and/or complexity of the visitor - may include community members, donors, students, staff, faculty, industry representatives, vendors, etc.
• Answers phone-lines & directs callers based on nature of call; responsible for receiving, sorting and distributing mail, deliveries, etc.
• Monitors and responds to departmental email; communicates appropriate information to all stakeholders.
• Research industry related information; artists, venues, facilities, performances, trends, community events, providing insights and references that are in alignment with the Arizona Arts Live mission.
• Document preparation, scheduling, meetings and events coordination, record keeping, office supply inventory.
• Assists with coordinating travel arrangements for the Executive Director, creating itineraries, arranging meetings and events as needed while on travel status.
• Prepares travel reimbursements & payment requests.
• Executes all meetings of the Arizona Arts Live Advisory Board, and various special advisory committees; including managing invitations, RSVPs, and follow-ups.
• Plans and coordinates all logistical support for meetings; including meeting space, technology support, presentation documents, and materials.
• Takes minutes for committee meetings, advisory board meetings and other meetings as assigned.
• Assists Philanthropy team with donor communications.
• Maintains and manages a filing system to ensure accurate and accessible records of all correspondence, memos and invitations for the Leadership Team.
• Support events such as meetings, lunches, VIP dinners, performances, receptions, etc.
• Maintains the office in order, ensuring it is clean and welcoming environment.
• Submits facilities management requests as needed.
• May assist in overseeing student workers, communicating scheduling changes/needs, etc.
• Others duties as assigned.

*Evenings and weekends, will be required, in alignment to Arizona Arts Live schedule/ performances, events, etc.

Knowledge, Skills & Abilities

• Ability to demonstrate considerable discretion and thoughtful judgment in decision making and advice.
• Ability to manage delicate matters which demand adherence to the highest standards of protocol and confidentiality, with the expectation of consistent performance, execution and delivery at equally high stands of excellence
• High organizational skills
• Demonstrated proficiency with MS Office and Google Apps.
• Ability to be self-directed and work independently with remote supervision.
• Ability to work on multiple task and maintain deadlines, often under pressure.

• 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.

• Bachelor's degree
  
• 2+ years of professional experience in administrative support or similar roles.
  
• Experience working directly with leadership, boards, donors or in fundraising/stewardship roles; past work in meeting/event planning and/or volunteer management a plus.
  
• Experience in working with bilingual communities and urban community organizations.
  
• Experience working with educational or cultural institutions; experience in the arts.