Administrative Specialist | Corporate Office | Part-Time

The Administrative Specialist serves as the welcoming face and operational hub of the office, ensuring a positive experience for visitors and callers while maintaining a seamless work environment. This role balances frontline reception duties with behind-the-scenes support—managing office inventory, mail, vendor communications, and administrative tasks—to keep daily operations running smoothly. The ideal candidate is a proactive problem-solver who anticipates needs, collaborates across teams, and takes pride in creating an organized, professional workplace.

Pima Medical Institute is hiring an Administrative Ace and Customer Service Champion!

Join a team where your expertise makes a difference!

Are you a highly organized Administrative Ace with a passion for delivering exceptional customer service? We are looking for a proactive professional to join our team as an Administrative Specialist. In this role, you won’t just manage tasks—you will be the heartbeat of our office, ensuring everything runs smoothly while providing a welcoming experience for every person who walks through our doors.

Why You’ll Love Working With Us:
We value work-life balance and the well-being of our team. This is a 35-hour per week position that offers the stability of a full-time career with the flexibility you need. Beyond a competitive salary, you will be eligible for our comprehensive benefits package.

Hiring Range: $17.84 to $21.40

Location: Corporate Office in Tucson (Broadway/Swan)

Schedule: 7 am to 2:30 pm | Monday -Friday

Part-Time: 35 hours per week "Hello, work-life balance!"

ESSENTIAL FUNCTIONS:

• Welcomes visitors with a friendly and professional demeanor, assisting them upon arrival and directing them to the appropriate person or location.
• Provides professional frontline service by answering incoming calls, determining the caller's needs, and routing them to the appropriate staff member promptly.
• Maintains conference room readiness to ensure a professional setting for internal and external meetings; coordinates catering and lunch orders as requested by staff or leadership.
• Collaborates with internal teams to address office needs and ensure operational issues are identified and resolved promptly.
• Monitors and orders office supply inventory, tracking stock levels and proactively identifying replenishment needs to ensure uninterrupted operations.
• Monitor and track printer cartridge usage, including logging replacements and maintaining adequate supply levels.
• Maintains an organized inventory of promotional materials, receives incoming product shipments, and prepares items for distribution or shipping upon request.
• Manages the receipt and distribution of all incoming mail and deliveries; prepares and processes outgoing mail and FedEx shipments.
• Provides general administrative support, including filing, data entry, scanning, scheduling, spreadsheet maintenance, and document preparation.
• Reviews and reconciles expense reports, ensuring accuracy and compliance with company policies.
• Provides administrative and operational support to the Executive Administrative Coordinator on special projects and company events.
• Performs other related duties as assigned.

MINIMUM REQUIREMENTS:

• High school diploma or equivalent required.
• A minimum of three (3) years of experience in an administrative, reception, or office support role.
• Experience managing office supplies, inventory, or vendor communications.
• Proficient with Google Workplace, Microsoft Office, and other computer applications.
• Any equivalent combination of training, education, or experience that meets the minimum qualifications.

Compensation and Benefits That Empower You!

We value our team members and are proud to offer a competitive hiring range along with a robust suite of benefits designed to support your well-being, financial security, and professional growth.

Comprehensive Health Coverage: Choose from Medical PPO or two HDHP plans with HSA options, plus Dental and Vision plans.

Secure Your Future: Take advantage of our 401(k) plan and Employee Stock Ownership Plan (ESOP).

Income Protection: Enjoy peace of mind with Short- and Long-term Disability coverage and Basic Life Insurance.

Flexible Spending Options: Access both Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA) for greater financial flexibility.

Support for You and Your Family: Benefit from our Employee Assistance Program (EAP) to address life’s challenges.

Time to Recharge: Receive Paid Time Off (PTO) and Holiday Pay to balance work and life.

Invest in Your Future: Unlock opportunities with Tuition Reimbursement and a commitment to your professional development.

Wellness Matters: Participate in our Health & Wellness Program to nurture your physical and mental health.