Administrative Coordinator, Marketing & Events (Andrew Weil Center for Integrative Medicine)

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.

Provide administrative support to the Marketing, Communications, and Events team:

• Assit 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. Makes 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.

• 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.

• Bachelor's degree preferred.