"Administrative Coordinator, Center for Quantum Networks"

Administrative Coordinator, Center for Quantum Networks

Company: The University of Arizona

Job Location: Tucson, Arizona

Category: Administrative Assistants

Type: Full-Time

Posting Number: req22494

Department: James C Wyant Coll Optical Sci

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

The James C. Wyant College of Optical Sciences is seeking applicants to fill an Administrative Coordinator position. This position will be responsible for providing administrative support to the Center for Quantum Networks Administrative Director and the center's various other foundational components. This includes, but is not limited to, event planning and coordination and program coordination.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA 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 relocations services, please click here.

Duties & Responsibilities

Administrative and Reporting Duties:

• Budget and Reporting Support: Assist with preparing, organizing, and maintaining reports and financial documentation.
• Data Collection and Documentation: Gather and track student participant data, ensuring accurate documentation of program activities and outcomes.
• Procurement: Manage procurement of materials for programs while ensuring compliance with university financial policies and maintaining accurate records. Assist with lab inventory management and procurement as necessary.
• Strategic Planning Participation: Contribute to the strategic planning process for Pillars.
• CQN Directory Maintenance: Keep the CQN directory up to date, including student, faculty, and personnel records.
• Meeting Support: Attend center meetings, take minutes, and distribute them as needed.
• Shared Drive Management: Oversee the organization and maintenance of center shared drives.
• Event Expense Coordination: Process event-related expenses in accordance with university policies, ensuring compliance with budget constraints.
• Reimbursement Processing: Handle reimbursements for center personnel (e.g., travel, lab expenses) in line with university procedures.

Program Coordination:

• Workforce Development Programs: Plan, coordinate, implement, evaluate, and track workforce development education trainings, including budget preparation, application processes, and participant selection.
• Outreach Programs Coordination: Oversee faculty mentor recruitment, orientation, marketing, and program logistics for the Research Experience for Undergraduates (REU) and other outreach initiatives. Serve as the primary contact for program locations and report on activity progress.
• EWD Deliverables: Collaborate with the EWD Director to ensure the timely and successful completion of EWD program deliverables.
• Mentor Training: Coordinate and facilitate mentor training sessions for faculty involved in workforce development programs.
• Internship and Workshop Coordination: Work with the IPP Pillar to secure student internships and organize entrepreneurial/innovation workshops.
• Conference Participation: Attend and present at relevant conferences (travel required as needed).

Communication Management and Event Coordination:

• Event Evaluation and Improvement: Assess current and upcoming events, analyze feedback, and recommend improvements based on outcomes. Develop creative solutions to improve event success.
• Event Planning: Oversee event logistics, including invitations, venue selection, scheduling, catering, rentals, decor, entertainment, permits, transportation, AV needs, staffing, publicity, guest services, and other event-related activities.
• Written Communications: Produce center-wide communications such as website content, news articles, brochures, presentations, and other written materials.

Other Responsibilities:

• Miscellaneous Tasks: Perform other duties as assigned by leadership.
• Event Scheduling Flexibility: Be prepared to work outside of regular business hours, including evenings and weekends, as event scheduling requires.
• Student Transport: Transport students using university vehicles, including High Occupancy Vehicles (HOV), as needed.
• Supervision of Student Employees: Oversee and manage student employees when applicable.
• Additional duties may be assigned.

Knowledge/Skills/Abilities:

• Ability to manage multiple tasks at a time.
• Ability to organize and prioritize tasks effectively.
• Ability to communicate effectively with various groups/individuals.
• Ability to think outside the box and come up with innovative solutions.

Minimum Qualifications

High school diploma or high school diploma equivalency is required. Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications

Previous experience in communications, event coordination, drupal, UAccess Financials.

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

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: 1