Administrative Assistant

Location
Tucson, AZ
Posted
Nov 14, 2020
Institution Type
Four-Year Institution
Posting Number:

req3151

Department:

Spon Projs & Contrg Svcs

Department Website Link:

https://rgw.arizona.edu/services/sponsored-projects-services

Location:

Main Campus

Address:

Tucson, AZ USA

Position Highlights:

Sponsored Projects & Contracting Services (SPCS) at the University of Arizona (UArizona) seeks an inquisitive, efficient, and energetic applicant for an excellent opportunity to begin a career in university grant and contract administration. At the SPCS "front door," this integral part of the Operations team is responsible for incoming communications and client support, acting as a knowledgeable first point of contact to both internal and external clients. This position requires a positive customer service attitude, skill in managing multiple priorities in a fast-paced environment with minimal supervision, and an aptitude for learning and using a variety of university systems and technology to respond to inquiries or quickly facilitate contact with appropriate specialists.

The ideal candidate for this position will model the highest degree of professionalism as demonstrated by their work ethic and personal engagement. They will take initiative to understand and master new skills and content areas to continually improve in the position. We are looking for someone who will work independently and follow tasks through successful completion, contributing to a team environment that advances the research, education and public service missions of the University of Arizona.

Sponsored Projects & Contracting Services (SPCS), a unit of Research, Innovation & Impact (RII), assists the University of Arizona research community in its efforts to secure external funding by providing high quality administrative, contracting and financial services to ensure proper stewardship of those funds and to minimize the risk to university resources.

Our mission is to support and enhance the University’s reputation while working to achieve strategic goals with broad services in the following areas: Proposal Development and Submission, Contracting, Postaward Management and Administrative Guidance.

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 theemployee and qualified family members; state and optional retirement plans;access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovativework-life programs. For more information about working at the University ofArizona and relocation services, please click here.

As a cost-saving measure related to the impact ofCOVID-19, Furlough and Furlough-Based Salary Programs have been approved by theArizona Board of Regents. All new hires subject to the programs will benotified in accordance with adopted Furlough and Furlough-Based Salary Programs guidelines and will be required to comply withall measures. To learn more about the programs and whether this position is affected,please visit hr.arizona.edu/FY-2020-2021-Furlough-Program.

Duties & Responsibilities:

  • Triages a high volume of sponsored project communication, including email, telephone, postal mail and visitors.
  • Advises university faculty and business staff on University negotiation and award status, and proposal routing procedures. The successful candidate will gain broad knowledge of unit operations to answer routine questions concerning proposal routing, sponsor application submissions, contract negotiations, award setup and financial management of sponsored projects.
  • Efficiently manages department email, ensuring timely intake, delegation, and acknowledgment of incoming business tasks to set client expectations.
  • Organizes and archives incoming electronic correspondence.
  • Quickly analyzes client needs to efficiently escalate more complex or specific correspondence to department specialists.
  • Monitors a multi-line telephone system, acting with a high degree of professionalism, courtesy and telephone etiquette.
  • Performs cash management team intake, including payment check timestamps, endorsement, logging and scanning of correspondence and back-up documentation.
  • Reviews and acknowledges incoming contract/grant documents.
  • Creates and maintains award data in the university research administration system, with focus on attention to detail.
  • Suggests procedures to improve effectiveness and efficiency.
  • The successful candidate must work well in a team with an open seating environment.
  • Performs a variety of administrative tasks.
  • Additional duties may be assigned.

Minimum Qualifications:

  • High school diploma or equivalent, or equivalent learning attained through experience required.
  • Minimum of 3 years of relevant experience required.
  • Federal regulations require that the incumbent be a U.S. citizen or legal permanent resident to be ITAR/EAR compliant.

Preferred Qualifications:

Preference will be given to candidates with the following qualifications:

  • Experience with UArizona Financial and Research systems.
  • Experience in grant and contract management.

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:

$14.38 - $17.79 DOE

Compensation Type:

hourly rate

Grade:

4

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

Target Hire Date:

Expected End Date:

Contact Information for Candidates:

Susan Mundt
[email protected]

Open Date:

11/13/2020

Open Until Filled:

Yes

Documents Needed to Apply:

Resume and Cover Letter

Special Instructions to Applicant:

Diversity Statement:

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

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