Steward Observatory is both a century-old observatory on the University of Arizona campus and one of the University's oldest research units. Founded in 1918, the Observatory brings together students, staff, faculty, engineers, and technicians to explore the universe and share discoveries through world-class research, education, and outreach. With more than 180 professionals supporting advanced facilities, laboratories, and observatories, Steward Observatory offers a collaborative environment…
where technical expertise plays a critical role in advancing ground- and space-based astronomy.
The University of Arizona's Steward Observatory invites you to apply for the role of Research Program Administrator. In this position, you will be a member of a large team and will be able to manage multiple tasks simultaneously. Working closely with the Program Manager of Compliance and Contracts, you will support the project principal investigator and project directors by coordinating day-to-day project management activities and helping ensure successful project execution.
You will play a key role in maintaining compliance and asset logs, preparing subaward and vendor routing documents, monitoring and tracking subaward and vendor invoices and payments. This is a fast-paced work environment that requires the ability to adapt, prioritize competing responsibilities, and pivot as needs evolve. You will also collaborate with the Steward Observatory Business and Research Offices, the UA Financial Services Office, and external partners and vendors to help achieve project objectives and deliverables.
Visa sponsorship is not available for this position.
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!
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Duties & Responsibilities
Compliance & Program Administration:
- Maintain compliance and asset logs, run monthly reports to determine recertification needs, send reminder notifications, and maintain records. This involves using information obtained from the University Edge Learning portal and Financials and performing restricted party screenings.
- Coordinate and perform day-to-day operational and administrative activities in support of research programs.
- Assist with completing special projects assigned by the principal investigator and project directors to fulfill research deliverables.
Financial & Procurement Support:
- Monitoring subaward and vendor payment requests, purchase order requisitions, and project-related financial transactions to ensure they are in accordance with sponsor guidelines and university policies.
- Order and track research supplies and equipment.
- Assist with reconciling accounts, identifying and resolving discrepancies, and notifying management of any discrepancies. This entails accessing and running reports in University financial systems and using the information to create reports.
Reporting & Stakeholder Coordination:
- Assist with preparing and reviewing quarterly and monthly reports and communicating with subaward recipients regarding project invoicing issues. This entails consulting the University's financial systems (e.g., Financials and Analytics) and working with Excel and Smartsheet to develop and maintain reports.
- Facilitate the organization and documentation of project meetings and collaborative activities, ensuring smooth information exchange and record-keeping between the project sponsor, external collaborators, and research administration.
Proposal and Deliverable Support:
- Assist with the preparation and data collection for research proposals submissions and maintain submission and deliverables logs.
Knowledge, Skills, and Abilities (KSAs):
- Strong attention to detail and ability to manage multiple deadlines.
- Excellent organizational and communication skills.
- Ability to work independently.
- Ability to maintain confidentiality and manage sensitive information.
- Proficiency with Microsoft Office products.
- Familiarity with commonly used project management tools, such as Smartsheet or Microsoft Project.
Minimum Qualifications
- Bachelor's degree or equivalent combination of education and experience, and one (1) year of experience in funded project management, proposal coordination, or administrative operations.