Administrative Coordinator, Events & Marketing
University of Arizona, Tucson, Arizona, United States, 85718
Overview
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. The role 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
Duties & Responsibilities Provide administrative support to the Marketing, Communications, and Events team: assist in meeting preparation by distributing agendas and other relevant documentation, coordinate attendee list, send calendar invites, secure meeting space, and manage 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, which includes 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.
Support 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. Make copies of 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.
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. 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.
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
Target Hire Date
Expected End Date
Contact Information for Candidates
Paula Cook - pjcook@arizona.edu
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. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.
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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. The role 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
Duties & Responsibilities Provide administrative support to the Marketing, Communications, and Events team: assist in meeting preparation by distributing agendas and other relevant documentation, coordinate attendee list, send calendar invites, secure meeting space, and manage 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, which includes 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.
Support 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. Make copies of 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.
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. 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.
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
Target Hire Date
Expected End Date
Contact Information for Candidates
Paula Cook - pjcook@arizona.edu
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. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.
#J-18808-Ljbffr