Coordinator, Space and Research Special Projects - Department of Medicine

The University of Arizona•Tucson, AZ

16h

About The Position

The Department of Medicine at the University of Arizona seeks a Coordinator, Space and Research Special Projects (Administrative Operations Professional II) to manage space utilization and facilities planning and provide research administration support. The position supports the Department’s Space Committee and collaborates with research investigators, divisions, and university units. It contributes to the College of Medicine–Tucson’s education, research, and clinical care mission. The coordinator manages space requests, utilization data, meeting materials, moves, renovations, building access, facilities coordination, and departmental occupancy information. The role also supports research-related events and projects, maintains departmental assets and records, attends Clinical Division Management meetings, and maintains the Department’s continuity of operations plan under the direction of the Associate Administrator. This is a full-time, 40-hour-per-week position. Visa sponsorship is not available.

Requirements

Bachelor’s degree or equivalent advanced learning attained through experience.
Three years of relevant work experience.
Strong skills in Microsoft Office applications, including Word and Excel, for research documentation, data entry, data organization, and records management.

Nice To Haves

Experience with UA Analytics and UAccess Manager Self Service.

Responsibilities

Submit division space requests to the Department of Medicine Space Committee; draft committee or Department Chair responses and requests for College of Medicine and UAHS Space Committees.
Compile and analyze space utilization data for the Department’s Space Committee.
Prepare agendas and draft minutes for space-related meetings.
Help divisions and division managers plan space, facilities, shared research resources, and equipment needs for departing employees and new hires.
Ensure compliance with university and Health Sciences space and facilities policies, and develop departmental procedures in response to policy changes.
Coordinate research lab and office moves into Department-assigned space, including coordination with COM IT and UITS on equipment and service-line relocation.
Maintain occupancy and research investigator information on UA Real Estate’s Interactive Floorplans website.
Serve as Department Access Coordinator and building manager, and act as liaison to Health Sciences and Facilities Management building manager listservs.
Liaise with UAHS Planning and Facilities on projects affecting the Department.
Coordinate Department space renovations, including requesting estimates, meeting with Facilities Management Project Managers, and serving as liaison between project managers and divisions.
Serve as the Department’s primary contact for the UA Key Desk.
Use Amer-X Security and the DAC Portal to grant or remove building access and adjust keyless access panel schedules when needed.
Coordinate with UITS to update phone-line user information and serve as the Department’s main contact for campus-wide UITS projects.
Coordinate with Division Managers on research-related meetings, events, workshops, and conferences.
Provide general departmental research administration support and complete special projects directed by leadership.
Serve as Department of Medicine asset custodian; submit surplus requests and maintain transfer records.
Review Department Termination Checklists and ensure Department assets are returned before employee termination.
Track and maintain capital and non-capital assets using UAccess Analytics and Excel, and update asset information in UAccess Financials.
Issue inventory tags for newly acquired assets, verify non-capital inventory annually, and submit biennial capital inventory.
Assist with archiving and records management, including sorting, data entry, moving, and organizing boxes.
Attend and take minutes for weekly Clinical Division Management meetings.
Maintain and update the Department’s continuity of operations plan for the College of Medicine–Tucson under the direction of the Department’s Associate Administrator.