Administrative Support Assistant, Steward Observatory; Part Time

Administrative Support Assistant, Steward Observatory (Part Time)

Position in the Steward Observatory; the successful candidate will support the Mirror Lab front office, providing operational and administrative support under general supervision. Responsibilities include coordinating routine office functions, supporting fiscal and purchasing activities, maintaining records and inventories, and assisting with communications, scheduling and event logistics.

• Assist with purchasing supplies, materials, equipment, and services following established procurement procedures and supervisory approval.
• Process vendor payments and reimbursement documentation, ensuring required supporting documentation is complete and compliant with university and departmental policies.
• Reconcile transactions and expenditures, identify discrepancies, and follow up as needed to support accurate financial record keeping.
• Coordinate asset management activities including requesting asset tags, maintaining equipment inventories, supporting asset reviews, and tracking departmental equipment.

• Provide 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.
• Greet visitors and guests, answer and direct phone calls, and assist with front‑office operations and customer service activities.
• Assist with management of departmental communication platforms including websites, calendars, and social media content to ensure information remains current and accurate.
• Assist with Mirror Lab tours as needed.
• Maintain departmental calendars, schedule meetings and training sessions, coordinate logistics, and prepare meeting materials, agendas, presentations, and sign‑in documents.
• Organize, maintain and update departmental records, files, databases, emergency contact lists, and operational documentation in accordance with university procedures.
• Coordinate building access requests, shipping requests, parking permits, and other operational support activities.
• Assist with workflow coordination and refer specialized matters to appropriate personnel as needed.

• Assist with planning and coordinating departmental events, meetings, tours, and training activities.
• Prepare presentations, informational materials, sign‑in sheets, and event documentation working with supervisor as needed.
• Coordinate event logistics including room setup, equipment setup and removal, refreshments, reservations, and visitor accommodations.

• Support 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.
• Maintain safety checklists, maps, and related documentation to support compliance and operational readiness.
• Assist with submitting facilities and maintenance work order requests and coordinating follow‑up activities.
• Provide back‑up coverage for the front office, as needed.

• Demonstrated ability to maintain positive, professional, and courteous working relationships with coworkers, faculty, students, visitors, and the public while providing effective customer service in a collaborative environment.
• Must have organizational skills and be attentive to detail.
• Knowledge of Microsoft Office Suite (specifically Outlook, Word, Excel, and PowerPoint).
• Ability to notice and correct errors in documents and schedules.
• Capacity to address issues as they arise and find effective solutions.
• Flexibility to adjust to changing priorities and tasks.
• Ability to communicate effectively with a variety of individuals.
• Ability to handle confidential and sensitive information.

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.
• Ability to drive according to the University Fleet Safety Policy.

• Experience in office setting preferred.