Job Listings

Posting Number: req17630

Department: COM Phx Translational Neurosci

Location: Greater Phoenix Area

Address: 475 N. 5th St., Phoenix, AZ 85004 USA

Position Highlights

This is an exciting opportunity to become part of a fast-growing college. The College of Medicine - Phoenix is seeking an experienced Coordinator (Research Program Administration Officer I) to support the department Chair and the Director of Operations, along with the faculty in the department. The candidate will assist with the day-to-day administrative and financial tasks that support their research, educational, and administrative missions.

The ideal candidate will possess strong organizational skills, be able to multitask in a fast-paced environment, have excellent written and verbal communication skills, and a professional demeanor. The incumbent should be able to maintain sensitivity with confidential information, and have advanced computer proficiency in Microsoft Word, Excel, and Outlook.

The University of Arizona College of Medicine - Phoenix anchors the 28-acre Phoenix Bioscience Core in the heart of the Valley of the Sun. The College inspires and trains individuals to become exemplary physicians, scientists and leaders who are life-long learners and inquisitive scholars. The Phoenix Biomedical Campus embodies the University's priorities of engagement, partnership, innovation, and synergy in its world-class academic and research initiatives, with clinical facilities throughout Greater Phoenix.

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; state retirement plan; 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

Department Support:

• Coordinate schedules for Chair and PI's, including meetings, calendaring, and assisting with program and research activities. This includes coordinating logistics, communications, and scheduling.
• Prioritize workload, meetings, and appointments to meet work unit operations. Assist in the planning, development, coordination, and implementation of multiple projects for administration and research, including timelines, resources, and assisting with the budget.
• Assist in producing proposals, presentations, annual reports, annual personnel evaluations, and managing programs and their operations, including research.
• Coordinate scheduling, planning, and logistics for departmental programs, including seminar series, works in progress research meetings, faculty meetings, and outreach programs. Assist with ordering food as needed.
• Coordinate critical aspects of faculty recruitment, itineraries, travel, and reimbursement of candidates. Manage travel and reimbursements for the Chair, visitors, and research lab personnel.
• Assist with visiting faculty, planning event logistics including itineraries, agendas, catering, and event execution.
• Assist with the organization of departmental operations instructions and policies.
• Create and oversee complex record-keeping systems and databases. Analyze complex information, and provide the information in reports and documents to enhance readability.
• Work cross-functionally with other departments, their leaders, and administrators in the college and in the University to move department initiatives, research, and projects forward.

Financial Management Activities: 

• Work with University Finance Department to ensure compliance in financial policies and procedures, and to ensure the financial transactions made were compliant with UA policies and procedures.
• Work with the Director of Operations (DO) and the Senior Business Manager (SBM) regarding accounting variances or trends that effect inventory and purchasing spending.
• Review, process, and submit reimbursements, PCard Transactions, requests for travel, internal billing, etc., for visiting faculty, Director, Principal Investigators, and guest lecturers.
• Maintain finance filing systems as required.
• Approve/authorize expenditures or actions for administrative and operational needs, sometimes requiring higher level signatures.
• Assist with managing grants, including preparation, budgets, and compliance with regulations.

General Office Operations:

• Manage the daily operations of the department in support of the research programs.
• Act as first point of contact for visitors, both internal and external, providing information, coordinating activities, and other activities as needed.
• Coordinate mail services and outgoing shipments.
• Compose confidential correspondence, often on own initiative, and other materials related to Chair and faculty matters, including those related to departmental research operations.
• Organize office documents as required (phone lists, inventory, etc.).
• Coordinate business affairs, personnel matters, and interpret policies and procedures. This includes onboarding of new staff and faculty, working with multiple departments for badging, and make sure all training requirements are met.
• Investigate, evaluate, and resolve typical administrative/operational problems or situations impacting staff/faculty work unit.
• Oversee department's web page, collaborating with the Marketing department to ensure all content is updated, accurate, and consistent with the mission.
• Support DO with data management, record-keeping, and reporting requirements.

Supply Ordering:

• Order and manage laboratory inventory, laboratory supplies, and anything necessary for departmental operations.
• Work directly with supply vendors to establish product quotes, keep updated on backordered items, and expected ship dates.
• Responsible for updating the ordering spreadsheet and providing updated status information.

Additional duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of standard office policies and procedures.
• Skill in developing and maintaining good working relationships.
• Excellent written and verbal communication skills, and basic math skills.
• Advanced skill in the use of personal computer/software.
• Ability to multitask in a fast-paced environment and in a professional manner.
• The ideal candidate will possess strong project management skills.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through experience required.
• 1 year of relevant work experience required.

Preferred Qualifications

- Advanced proficiency in Microsoft Outlook Suite, and strong data entry skills.

- Experience with presentation, graphics, and media software such as Adobe Creative Cloud is a plus.

- Experience with prioritizing multiple projects and achieving desired results and deadlines.

- Experience managing multiple calendars.

- High degree of flexibility and attention to detail.

- Strong organizational skills.

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: Research

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $25.50 - $31.88 per hour, Depending on experience

Compensation Type: hourly rate

Grade

7

Career Stream and Level

PC1

Job Family

Research Program Admin

Job Function

Research

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

College of Medicine-Phoenix, Office of Human Resources

HR-PHX@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Special Instructions to Applicant

Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.

Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

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