Administrative Support Assistant II, Steward Observatory

Steward Observatory invites applications for a full-time Administrative Assistant position supporting the Department of Astronomy's vibrant research community. This position provides direct administrative support to 15 faculty members and their research teams, including postdoctoral scholars, graduate students, and undergraduate students.

The Administrative Assistant serves as a dedicated resource for faculty and students in Steward Theory, Data, and Computation (TDC), the Theoretical Astrophysics Program, and other dynamic research groups. Working in close coordination with the TDC Project Manager and administrative colleagues, this role ensures seamless day-to-day operations across multiple programs.

Responsibilities include meeting and travel coordination, financial processing and documentation, programmatic organization, website updates, stakeholder communications, and recordkeeping and report development. The successful candidate will bring strong communication and organizational skills, meticulous attention to detail, and demonstrated ability to work effectively across multiple programs and with varied audiences.

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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Financial:

• Provide reliable, consistent, and professional administrative support to a large group of faculty, postdoctoral scholars, and graduate students, including travel organization and processing, purchasing and reimbursements, and general financial management tasks.
• Respond to student and faculty inquiries and non-routine requests for information.
• Maintain efficient documentation and tracking of financial records.
• Coordinate efforts with the TDC administrative team and the Steward Observatory Business Office.

Program Coordination:

• Support meetings, conferences, workshops, and other program events from planning through execution.
• Serve as liaison with other campus entities to support research initiatives, training efforts for students, and project activities.
• Coordinate logistics and provide administrative support to ensure smooth operation of program functions.
• Assist with data collection, organization, and compilation for report development.

Outreach Materials:

• Develop program assets and materials, including email campaigns, program announcements and documentation, social media content, website updates, and other communications as needed.
• Support outreach efforts to promote program activities, research outcomes, and community engagement through various media channels.

Knowledge, Skills, and Abilities:

• Excellent oral and written communication skills.
• Excellent interpersonal and organizational skills.
• Able to learn new tools, techniques, applications, systems and processes as needed.
• Ability to work a flexible schedule on occasion.
• Successful candidate will be self-motivated, able to work independently and as a team member.
• Must be able to manage several projects concurrently, prioritize tasks, and meet deadlines.
• Knowledge of office and administrative practices and principles.
• Proficiency in Microsoft programs, including Word, Excel, PowerPoint, and Zoom.
• Demonstrates excellent communication skills, follow through, and attention to detail.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

• Experience with financial processing and institution financial systems.
• Experience in graphic design and/or social media content development.
• Experience with University of Arizona financial systems and processes.
• Experience working independently and problem-solving.
• Experience with website development and management in CMS environment.