Administrative Support Assistant III, Steward Observatory

Administrative Support Assistant III, Steward Observatory

The Department of Astronomy and Steward Observatory seeks an experienced and highly organized Administrative Support Assistant III to support the department's academic, research, and administrative operations. This position serves as a key member of the Academic Office and provides operational support to faculty, staff, graduate students, undergraduate students, visiting scholars, and departmental leadership.

In this role, the Administrative Support Assistant will coordinate graduate admissions and recruitment activities, organize colloquia and departmental events, process travel and reimbursements, support curriculum management processes, maintain departmental communications and websites, schedule meetings and conference spaces, and assist with a wide variety of administrative projects that support the department's educational and research mission.

The successful candidate will thrive in a fast-paced academic environment, demonstrate exceptional organizational and customer service skills, and possess the ability to independently manage multiple priorities and deadlines while maintaining accuracy and professionalism. They will also demonstrate adaptability, initiative, professionalism, and a strong commitment to supporting student and faculty success in a collaborative academic environment.

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.

Visa sponsorship is not available for this position. 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 visit the provided link.

Duties & Responsibilities:

• Graduate Admissions & Academic Program Support
• Coordinate graduate admissions activities for the Astronomy and Astrophysics program, including application tracking, committee coordination, scheduling meetings, and supporting applicant review processes.
• Assist with graduate recruitment visit logistics, including travel arrangements, hotel accommodations, catering, reimbursements, and scheduling activities for applicants, faculty, and graduate student hosts.
• Support curriculum management processes by coordinating course additions, modifications, and updates through university systems.
• Maintain student records, reports, and departmental databases related to academic programs and admissions.
• Assist with mentoring committee scheduling and graduate student program support activities
• Department Events, Meetings & Faculty Support
• Coordinate departmental colloquia, seminars, guest lectures, recruiting events, and faculty meetings.
• Arrange speaker itineraries, lodging, travel reimbursements, catering, room reservations, and event logistics.
• Create announcements, flyers, schedules, and event communications for departmental distribution.
• Coordinate conference room scheduling and shared departmental calendars.
• Administrative Operations & Customer Service
• Serve as a primary point of contact for faculty, staff, students, visitors, and external partners.
• Respond to inquiries and provide guidance regarding departmental procedures and university processes.
• Maintain electronic and physical filing systems, mailing lists, departmental records, and operational documentation.
• Coordinate key access requests, directory updates, and departmental communications.
• Financial, Travel & Purchasing Support
• Process reimbursements, purchasing requests, disbursement vouchers, requisitions, travel authorizations, and travel expense reports in compliance with university policies and procedures.
• Coordinate travel arrangements for faculty, guest speakers, students, and visitors.
• Track documentation and follow up on payments, reimbursements, and vendor processing.
• Website & Communications Support
• Maintain and update departmental webpages, calendars, and online content using Drupal or similar content management systems.
• Assist with updating departmental lobby monitors, announcements, newsletters, and promotional materials.
• Support departmental communication efforts across university platforms.

Knowledge, Skills, and Abilities:

• Excellent organizational,…