Administrative Support Assistant, Steward Observatory; Part Time

Administrative Support Assistant, Steward Observatory (Part Time) Posting Number req
26243 Department Steward Observatory Department Website Link (Use the "Apply for this Job" box below). Location Tucson Campus Address Tucson, AZ USA Position Highlights The University of Arizona's Steward Observatory invites you to apply to the role of Administrative Support Assistant. The successful candidate will assist in managing the Mirror Lab's front office. In this position, they will provide operational and administrative support under general supervision and in accordance with established department and university procedures, utilizing knowledge of departmental processes, policies, and systems.

They will coordinate routine office functions, supports fiscal and purchasing activities, maintains records and inventories, and assists with communications, scheduling, and event logistics.

Steward Observatory is both a century-old observatory on the University of Arizona campus and one of the University's oldest research units. Founded in 1918, the Observatory brings together students, staff, faculty, engineers, and technicians to explore the universe and share discoveries through world-class research, education, and outreach. With more than 180 professionals supporting advanced facilities, laboratories, and observatories, Steward Observatory offers a collaborative environment where technical expertise plays a critical role in advancing ground- and space-based astronomy.

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!

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 .

Duties & Responsibilities

Fiscal, Purchasing, and Asset Support

* Assists with purchasing supplies, materials, equipment, and services following established procurement procedures and supervisory approval.

* Processes vendor payments and reimbursement documentation, ensuring required supporting documentation is complete and compliant with university and departmental policies.

* Reconciles transactions and expenditures, identifies discrepancies, and follows up as needed to support accurate financial record keeping. Bring in supervisor as needed.

* Coordinates asset management activities including requesting asset tags, maintaining equipment inventories, supporting asset reviews, and tracking departmental equipment.

Administrative and Operational Support

* Provides administrative support for daily departmental operations, responding to routine and non-routine inquiries from staff, visitors, vendors, and external partners, resolving issues or escalating as appropriate.

* Greets visitors and guests, answers and directs phone calls, and assists with front-office operations and customer service activities.

* Assists with management of departmental communication platforms including websites, calendars, and social media content to ensure information remains current and accurate.

* Assists with Mirror Lab tours as needed.

* Maintains departmental calendars, schedules meetings and training sessions, coordinates logistics, and prepares meeting materials, agendas, presentations, and sign-in documents.

* Organizes, maintains, and updates departmental records, files, databases, emergency contact lists, and operational documentation in accordance with university procedures.

* Coordinates building access requests, shipping requests, parking permits, and other operational support activities.

* Assists with workflow coordination and refers specialized matters to appropriate personnel as needed.

Event and Program Support

* Assists with planning and coordinating departmental events, meetings, tours, and training activities.

* Prepares presentations, informational materials, sign-in sheets, and event documentation working with supervisor as needed.

* Coordinates event logistics including room setup, equipment setup and removal, refreshments, reservations, and visitor accommodations.

Facilities and Safety Coordination

* Supports departmental safety and facilities operations by maintaining inventories and location records for safety equipment including fire extinguishers, eyewash stations, first-aid kits, AEDs, Stop the Bleed kits, hearing protection, and safety showers.

* Maintains safety checklists, maps, and related documentation to support compliance and operational readiness.

* Assists with submitting facilities and maintenance work order requests and coordinating follow-up activities.

* Provide back-up coverage for the front office, as needed.

Knowledge, Skills, and Abilities

* Demonstrated ability to maintain positive, professional, and courteous working relationships with coworkers, faculty, students, visitors, and…