Senior Coordinator, Administrative Operations (Safford, AZ)

The University of Arizona•Safford, AZ

1d•Hybrid

About The Position

The University of Arizona's Large Binocular Telescope Observatory invites you to apply to the role of Senior Coordinator, Administrative Operations. The successful candidate coordinates the daily administrative and financial operations of the Observatory to ensure goals and objectives are accomplished in accordance and within established policies, guidelines, and priorities. This includes administering procurement, accounts payable, and office support for the day to day operations and research activities of the Observatory including the Large Binocular Telescope Observatory and the Large Binector Corporation, a 501(c)(3) Non-Profit that sponsors the Observatory. They will require attention to detail, ability to prioritize, and a strategic focus while working within the team and with internal and external collaborators. Work is carried out at the LBT Observatory at the summit of Mt Graham and at Mount Graham International Observatory offices in Safford, Arizona. The Large Binocular Telescope Observatory (LBTO), headquartered at the University of Arizona, operates the Large Binocular Telescope in southeastern Arizona at an elevation of 3,200 meters. With two 8.4-meter telescopes working together and advanced adaptive optics and interferometric capabilities, the LBT provides exceptional sensitivity, high angular resolution, and an effective aperture comparable to a 23-meter telescope. As an international partnership, LBTO has a dual mission to deliver world-class scientific capabilities as a leading 8-meter-class observatory while pioneering technologies and capabilities for the next generation of Extremely Large Telescopes, supporting research across the full spectrum of modern astrophysics. This position may be eligible for a hybrid work assignment in conversation with the supervisor.

Requirements

Bachelor's degree or equivalent advanced learning attained through professional level experience required.
Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.
Experience in Microsoft Office (Word and Excel), Google Workspace, and Adobe products.
Ability to drive according to the University Fleet Safety Policy.

Nice To Haves

Bachelor’s degree in business administration or a related field.
Experience in office setting.

Responsibilities

Coordinates the daily administrative operations and research activities of the Observatory.
Implements administrative policy and procedures to enhance operations and service efficiencies, and identify opportunities for improvement.
Coordinates utilization and maintenance of Observatory offices, bedrooms and kitchen facilities.
Maintains financial and administrative records for variety of funding sources for audit purposes.
Manages complex supply and equipment orders for the Observatory.
Helps coordinate international freight for research equipment.
Supports the fleet of vehicles including scheduling use and maintenance, preparing monthly and annual reports to UA Motorpool and State agencies.
Utilizes internal university systems, performs and monitors daily financial transactions to coordinate purchasing, initiate payments, manage assets, and accurately book expenses.
Reviews transactions and their associated documentation to ensure compliance with internal and external regulations, policies, and procedures.
Ensures completion of necessary documentation for expenditures, deposits and correcting entries.
Supports unit asset management and inventory in financial systems.
Interprets financial policies to ensure regulatory compliance and provides staff with guidance regarding financial questions.
Participates in implementation of new financial and operational tools and protocols to streamline functionality and improve efficiencies.
Analyzes financial data to provide recommendations for operational improvements.
Time coordinator for observatory staff timesheets.
Assists with tracking inventory of parts and supplies in electronic asset management system.
Input observatory inventory data, monitor inventory in relation to threshold requirements, generate orders for new supplies and parts, input and evaluate maintenance data, and generate reports with recommendations on maintenance activity and task lists.
Oversee event planning for meetings and trainings, coordination of meeting space and logistics.