Overview
STORE OFFICE/ADMIN SUPPORT Jobs in Sahuarita, AZ at Fry’s Food Stores
Dept Number/Name: 0-2108-000 / Computer Science & Engineering
College Division: Academic Affairs, College of Artificial Intelligence, Cybersecurity & Computing
Salary Plan: Staff
Job Code/Title: 2205 / Executive Administrative Specialist
Hiring Salary/Salary Range: Commensurate with Experience
Position Number: 00059539
ORGANIZATIONAL SUMMARY:
The vision for the College of Artificial Intelligence, Cybersecurity and Computing is to offer undergraduate and graduate degree programs that prepare USF students for high-demand careers, empower faculty to conduct scholarly research that leads to groundbreaking discoveries and
technological advancements, grow industry partnerships and promote ethical considerations and trust throughout the digital transformation underway in our world.
POSITION SUMMARY:
The Executive Administrative Specialist provides high-level executive support to the Dean and Associate Deans within in College of Artificial Intelligence, Cybersecurity and Computing. This position requires exceptional organizational skills, discretion, and the ability to make independent decisions while managing confidential matters. The incumbent serves as a liaison between the executive office and various stakeholders both internal and external, ensuring seamless communication and operational efficiency. Accurately manage calendars and keep track of major deadlines and deliverables.
RESPONSIBILITIES:
Executive Support: Provides executive level support to the Dean and Associate Deans by maintaining complex calendars, scheduling meetings, coordinating requests from internal and external stakeholders, and preparing necessary materials for meetings and appointments. This role involves composing and reviewing correspondence, reports, and presentation materials while independently drafting letters and managing communications on behalf of the executive. Additionally, the position involves planning and coordinating meetings, ensuring proper scheduling, location arrangements, catering, and technology setup, as well as preparing agendas, taking minutes, and disseminating materials in a timely manner. The incumbent works closely with other personnel on event planning and coordination.
Communication & Liaison: As the primary point of contact for inquiries directed at the Dean and Associate Deans executive office, the specialist liaises with internal departments and external entities, ensuring timely responses and issue resolutions while reviewing and prioritizing incoming communications. Additionally, the specialist works closely with the Dean and Associate Deans to facilitate communication with personnel college wide ensuring streamlined operations and a cohesive exchange of information.
Supervisory & Office Management: Supervisory and office management duties include directly supervising and assigning temporary (OPS) employees, student and/or support staff ensuring cross-training for seamless office operations, and overseeing general office tasks such as document management, supply inventory, and office equipment maintenance.
Travel Coordination: Supports the Dean and Associate Deans with travel vouchers and travel requests using information received from them, making reservations for airline travel and hotels, both domestic and foreign, keeps track of their itineraries, and prepares and submits travel and miscellaneous expenses for reimbursements.
Additional Administrative Support: Performs other administrative duties as required to support the mission and functions of the Dean and Associate Deans and the College of Artificial Intelligence, Cybersecurity and Computing.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position. Post-secondary education may be substituted on a year for year basis for up to a maximum of 2 years of experience.
PREFERRED:
At least 2 to 3 years of experience in an executive assistant position providing high level executive support. Demonstrated ability to work under pressure and meet deadlines. Effective written and oral communication skills. Excellent organizational skills and commitment to detail. Demonstrated maturity and ability to work independently and with individuals possessing various skills and personalities.
Title: STORE OFFICE/ADMIN SUPPORT
Company: Fry’s Food Stores
Location: Sahuarita, AZ
