Research Program Administrator, Steward Observatory

The University of Arizona•Tucson, AZ

8d•Onsite

About The Position

Steward Observatory is seeking a Research Program Administrator to join their team. This role involves supporting project principal investigators and project directors by coordinating day-to-day project management activities, ensuring successful project execution, and maintaining compliance and asset logs. The administrator will also prepare subaward and vendor routing documents, monitor and track subaward and vendor invoices and payments, and collaborate with various university offices and external partners. This is a fast-paced environment requiring adaptability and the ability to prioritize competing responsibilities.

Requirements

Bachelor's degree or equivalent combination of education and experience.
One (1) year of experience in funded project management, proposal coordination, or administrative operations.
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.

Responsibilities

Maintain compliance and asset logs, run monthly reports to determine recertification needs, send reminder notifications, and maintain records using information 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.
Monitor subaward and vendor payment requests, purchase order requisitions, and project-related financial transactions to ensure compliance 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 by accessing and running reports in University financial systems.
Assist with preparing and reviewing quarterly and monthly reports.
Communicate with subaward recipients regarding project invoicing issues.
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.
Assist with the preparation and data collection for research proposals submissions.
Maintain submission and deliverables logs.