Posting Number: req24000
Department: Sponsored Projects Services
Location: Main Campus
Address: Tucson, AZ USA
Position Highlights
Sponsored Projects Services (SPS) at the University of Arizona is seeking a proactive and personable Administrative Assistant to be a first point of contact in our Operations team. SPS helps advance groundbreaking research by providing top-tier accounting and grant administration support.
As an Administrative Assistant, you’ll respond to incoming communications, connect clients with the right experts, complete project grants intake, maintain systems, and ensure every interaction reflects the highest level of service. We’re looking for someone who thrives in a fast-paced environment, enjoys learning new tasks, and brings a positive, professional attitude to every job. Strong organizational skills and proficiency with Microsoft Office, Adobe, and other business tools are key. This position has primary responsibility for expedient routing of incoming communications, intake of unilateral sponsored project grants, system maintenance tasks, and additional support projects as time permits.
With 76 dedicated professionals, SPS offers career growth, a collaborative team culture, and hybrid remote work in Tucson, Arizona with periodic on-campus presence required. If you’re ready to grow your skills while supporting world-class research, we’d love to hear from you!
Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA 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 click here.
Duties & Responsibilities
- Triage high volume of sponsored project communication (email, telephone, postal mail and visitors) to quickly analyze client needs. The Administrative Assistant either answers questions concerning unit operations like proposal routing, sponsor application submissions, contract negotiations, award set-up or sponsored project financial management or efficiently escalates more complex, time consuming or specific inquiries to department specialists.
- Create and maintain negotiation records in the university research administration system, with focus on attention to detail, acknowledging receipt of incoming awards via email and setting turnaround time expectations. Review and analyze incoming contract/grant documents for identification and to avoid duplicate records.
- System maintenance tasks like new Sponsor/Agency set-up, Unit/Organization tables maintenance, and Proposal routing configurations. Proposal purges and rejection/withdrawal notices. Update of COI disclosers in proposals and awards, and monitoring requests for Post award, key personnel changes.
- Miscellaneous duties such as data clean-up projects, collecting and delivering mail, incoming check logging, updating/maintaining training material for the Administrative Assistant position as time permits.
- Additional duties may be assigned.
Knowledge, Skills, and Abilities:
- Proficiency with Microsoft Office 365 Suite, especially Outlook
- Expertise with Adobe PDF manipulation and conversion
- Excellent written and verbal communication skills
- Ability to cooperatively multi-task and prioritize work
- Professional friendly attitude
- Punctual with strong, reliable attendance history
- Ability to work independently and model the highest degree of professionalism as demonstrated by work ethic and personal engagement
- Ability to take initiative to gain broad knowledge of unit operations, master new skills and concepts, and follow tasks through successful completion
- Ability to manage multiple priorities in a fast-paced setting
- Aptitude for learning new systems and technology to respond to inquiries or quickly facilitate contact with appropriate specialists
Minimum Qualifications
- 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.
Preferred Qualifications
- Experience with UArizona Financial and Research systems.
- Experience in grant and contract management.
- Experience as a receptionist, front office representative or similar role.
FLSA: Non-Exempt
Full Time/Part Time: Full Time
Number of Hours Worked per Week: 40
Job FTE: 1.0
Work Calendar: Fiscal
Job Category: Organizational Administration
Benefits Eligible: Yes – Full Benefits
Rate of Pay: $18.15 – $22.69
Compensation Type: hourly rate
Grade
4
Compensation Guidance
The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.
The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.
Career Stream and Level
OC2
Job Family
Administrative Support
Job Function
Organizational Administration
Type of criminal background check required: Name-based criminal background check (non-security sensitive)
Number of Vacancies: 1
Contact Information for Candidates
Susan Mundt | [email protected] | (520) 626-6308
Open Until Filled: Yes
Documents Needed to Apply: Resume and Cover Letter
Notice of Availability of the Annual Security and Fire Safety Report
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at [email protected].
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