Administrative Coordinator, Events & Marketing
Phase2 Technology, Tucson, Arizona, United States, 85718
Administrative Coordinator, Marketing & Events (Andrew Weil Center for Integrative Medicine)
Posting Number : req24961 Department : Andrew Weil Ctr Intgrtv Med Department Website Link : https://awcim.arizona.edu/ Location : University of Arizona Health Sciences Address : Tucson, AZ USA
Position Highlights The University of Arizona's Andrew Weil Center for Integrative Medicine (AWCIM) is seeking an Administrative Coordinator to provide direct support to the Director of Marketing & Events and the broader Marketing, Communications, and Events teams. The Administrative Coordinator will split their time evenly between marketing/communications and events, serving as a central point of coordination across multiple platforms and projects.
The successful candidate will demonstrate excellent organizational skills, strong written and verbal communication abilities, and a collaborative spirit. This position is eligible for a hybrid schedule with regular weekday hours, with adjusted evening and weekend hours during major events such as conferences, alumni gatherings, and community convenings, and may include working hours offsite at local events.
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!
The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocation services, please click here.
Duties & Responsibilities General administrative support
Assist in meeting preparation by distributing agendas and other relevant documentation, coordinating attendee lists, sending calendar invites, securing meeting space, and managing technology needs. Capture and distribute meeting minutes.
Coordinate and communicate with event/marketing customers/partners.
Assist in coordinating special event/marketing needs, including catering, moving, supplies, and other special needs.
Process Pcard receipts, vendor/contractor payments.
Utilize U of A and AWCIM systems to manage contractors.
Coordinate pre- and post-travel requirements, including transportation and accommodation arrangements.
Maintain inventory of AWCIM event/marketing supplies and serve as primary purchasing coordinator for the team.
Update and track team project requirements in project management software (Asana) and provide status updates to the team director.
Participate in event/marketing team organization and process improvement by documenting routine tasks and updating as U of A/department changes occur.
Research industry-related information such as calendars, publications, and trends relevant to integrative medicine, with the goal of identifying opportunities for use of AWCIM building space for events (event rentals).
Maintain departmental filing systems to ensure accurate and accessible records of media, communications, and event resources.
On-site and off-site events
Support the planning and execution of events. Provide logistical support for meetings and special events, including scheduling, room setup, catering, technology, and materials.
Maintain and update event calendars across multiple platforms.
Coordinate equipment movement and supply logistics.
Assist with volunteer coordination and student worker support.
Provide guest and faculty support, answering administrative queries both prior to and during the event.
Marketing campaign/event support
Proofread materials to ensure accuracy and consistency.
Coordinate preparation of assets for marketing campaigns. Copy marketing materials for distribution.
Maintain marketing and event supplies inventory and ordering.
Assist with document preparation, social media calendar event management, and basic graphic design in Canva/Adobe/other programs.
Knowledge, Skills, and Abilities
High level of discretion, professionalism, and organizational ability.
Excellent written communication and proofreading skills.
Experience with Asana, Outlook, SharePoint, Adobe Creative Suite, Canva, and social media platforms.
Ability to manage multiple priorities under pressure and meet deadlines.
Self-directed, resourceful, and comfortable in a hybrid work environment.
Strong interpersonal skills for engaging with faculty, staff, alumni, donors, and community partners.
Ability to attend events in the evening and/or weekends.
Ability to travel to events throughout the state.
Note: This section retained as plain text per formatting guidelines.
Minimum Qualifications
High school diploma or high school diploma equivalency is required.
Minimum of 5 years of relevant experience in administrative support, event coordination, or marketing/communications roles.
Preferred Qualifications
Bachelor's degree preferred.
FLSA : Non-Exempt
Full Time/Part Time : Full Time
Number of Hours Worked per Week : 40
Job FTE : 1.0
Work Calendar : Fiscal
Job Category : Organizational Administration
Benefits Eligible : Yes - Full Benefits
Rate of Pay : $20.33 - $25.41
Compensation Type : hourly rate
Grade : 5
Compensation Guidance : The Rate of Pay Field 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. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.
Career Stream and Level : OC3
Job Family : Administrative Support
Job Function : Organizational Administration
Type of criminal background check required:
Name-based criminal background check (non-security sensitive)
Number of Vacancies : 2
Open Date : 1/22/2026
Open Until Filled : Yes
Documents Needed to Apply : Resume and Cover Letter
Special Instructions to Applicant
Notice of Availability of the Annual Security and Fire Safety Report : In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University\'s campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. Paper copies of the reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.
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Posting Number : req24961 Department : Andrew Weil Ctr Intgrtv Med Department Website Link : https://awcim.arizona.edu/ Location : University of Arizona Health Sciences Address : Tucson, AZ USA
Position Highlights The University of Arizona's Andrew Weil Center for Integrative Medicine (AWCIM) is seeking an Administrative Coordinator to provide direct support to the Director of Marketing & Events and the broader Marketing, Communications, and Events teams. The Administrative Coordinator will split their time evenly between marketing/communications and events, serving as a central point of coordination across multiple platforms and projects.
The successful candidate will demonstrate excellent organizational skills, strong written and verbal communication abilities, and a collaborative spirit. This position is eligible for a hybrid schedule with regular weekday hours, with adjusted evening and weekend hours during major events such as conferences, alumni gatherings, and community convenings, and may include working hours offsite at local events.
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!
The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocation services, please click here.
Duties & Responsibilities General administrative support
Assist in meeting preparation by distributing agendas and other relevant documentation, coordinating attendee lists, sending calendar invites, securing meeting space, and managing technology needs. Capture and distribute meeting minutes.
Coordinate and communicate with event/marketing customers/partners.
Assist in coordinating special event/marketing needs, including catering, moving, supplies, and other special needs.
Process Pcard receipts, vendor/contractor payments.
Utilize U of A and AWCIM systems to manage contractors.
Coordinate pre- and post-travel requirements, including transportation and accommodation arrangements.
Maintain inventory of AWCIM event/marketing supplies and serve as primary purchasing coordinator for the team.
Update and track team project requirements in project management software (Asana) and provide status updates to the team director.
Participate in event/marketing team organization and process improvement by documenting routine tasks and updating as U of A/department changes occur.
Research industry-related information such as calendars, publications, and trends relevant to integrative medicine, with the goal of identifying opportunities for use of AWCIM building space for events (event rentals).
Maintain departmental filing systems to ensure accurate and accessible records of media, communications, and event resources.
On-site and off-site events
Support the planning and execution of events. Provide logistical support for meetings and special events, including scheduling, room setup, catering, technology, and materials.
Maintain and update event calendars across multiple platforms.
Coordinate equipment movement and supply logistics.
Assist with volunteer coordination and student worker support.
Provide guest and faculty support, answering administrative queries both prior to and during the event.
Marketing campaign/event support
Proofread materials to ensure accuracy and consistency.
Coordinate preparation of assets for marketing campaigns. Copy marketing materials for distribution.
Maintain marketing and event supplies inventory and ordering.
Assist with document preparation, social media calendar event management, and basic graphic design in Canva/Adobe/other programs.
Knowledge, Skills, and Abilities
High level of discretion, professionalism, and organizational ability.
Excellent written communication and proofreading skills.
Experience with Asana, Outlook, SharePoint, Adobe Creative Suite, Canva, and social media platforms.
Ability to manage multiple priorities under pressure and meet deadlines.
Self-directed, resourceful, and comfortable in a hybrid work environment.
Strong interpersonal skills for engaging with faculty, staff, alumni, donors, and community partners.
Ability to attend events in the evening and/or weekends.
Ability to travel to events throughout the state.
Note: This section retained as plain text per formatting guidelines.
Minimum Qualifications
High school diploma or high school diploma equivalency is required.
Minimum of 5 years of relevant experience in administrative support, event coordination, or marketing/communications roles.
Preferred Qualifications
Bachelor's degree preferred.
FLSA : Non-Exempt
Full Time/Part Time : Full Time
Number of Hours Worked per Week : 40
Job FTE : 1.0
Work Calendar : Fiscal
Job Category : Organizational Administration
Benefits Eligible : Yes - Full Benefits
Rate of Pay : $20.33 - $25.41
Compensation Type : hourly rate
Grade : 5
Compensation Guidance : The Rate of Pay Field 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. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.
Career Stream and Level : OC3
Job Family : Administrative Support
Job Function : Organizational Administration
Type of criminal background check required:
Name-based criminal background check (non-security sensitive)
Number of Vacancies : 2
Open Date : 1/22/2026
Open Until Filled : Yes
Documents Needed to Apply : Resume and Cover Letter
Special Instructions to Applicant
Notice of Availability of the Annual Security and Fire Safety Report : In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University\'s campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. Paper copies of the reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.
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