Administrative Operations Professional I, James C. Wyant College of Optical Sciences

Professional level support for college faculty and their teams of research professors, research scientists, postdoctoral researchers and PhD students. Reviews, suggests, and establishes internal procedures for each team and for college administrative support staff in addressing existing and evolving UA policies and requirements. Requires knowledge of IT, faculty affairs, immigration, keys/keyless access, and purchasing and reimbursement policies and procedures. Requires knowledge of and advanced ability to use internet and computer-based programs for document editing, email, scheduling, and basic spreadsheet skills. Manages calendars, faculty/student travel, reimbursements, requisitions, procurement, class websites, event planning, and training for new incoming administrative associates.

The role is essential to the management and success of the faculty and serves as the point of contact to both internal and external stakeholders, including but not limited to college leadership, faculty, research staff, students, university business units, and industry partners.

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!

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Provide professional administrative support to faculty and their research teams, administrators, emeritus faculty, DCCs, and students, ensuring seamless coordination across multiple initiatives and units within the college and external to the college.

Serve as primary administrative liaison for faculty and their research teams, coordinating transactional tasks and timelines within each team and between teams and other units within the college.

Collaborate with the college business office to ensure accurate and timely communication regarding budgets, deadlines, and deliverables for research projects.

Assisting with managing project-related purchasing, internal billing, and procurement of specialized equipment and materials including complex requisitions involving quotes, bids, proposals, and international shipping/logistics.

Assisting with interpreting and apply advanced knowledge of university financial policies and procedures; ensure compliance in all transactions and assist other college units and other college administrative staff and research teams during staff absences or peak workloads.

Oversee all aspects of faculty and student travel, including securing travel authorizations, booking transportation/lodging, registering for conferences, reconciling expenses, and processing reimbursements in compliance with sponsor and institutional policies.

Organize and manage meetings, workshops, and conferences by developing agendas, managing itineraries, preparing briefing materials, coordinating space, securing venues, and arranging catering and audiovisual support.

Organize and manage academic colloquium series, including domestic and international speaker outreach, collecting CVs, abstracts, and media permissions, and overseeing logistical arrangements such as lodging, transportation, and event catering.

Educate, guide, and advise faculty, researchers, and students on university policies, procedures, and administrative matters impacting research activities and research-related transactions and purchases; troubleshoot operational issues with appropriate college or university units; suggest solutions based on awareness of university policy.

Provide administrative support for faculty recruitment, colloquia and seminars, onboarding of external collaborators, and high-profile visitors hosted by the Dean’s Office.

Coordinate the annual faculty performance review process, including managing the Faculty Portfolio system and ensuring completeness and compliance with college and institutional requirements.

Participate in hiring processes for administrative staff, serving on interview committees and training new hires on administration practices and tools.

Edit supporting materials for research proposals, progress reports, communications with internal and external stakeholders, and academic written and web-based material, at the request of faculty.

Ensure communications meet university standards, including reviewing and editing content shared within the college and to the broader campus community.

Draft and manage professional correspondence and confidential communications on behalf of faculty, including research-related letters and email communications.

Knowledge, Skills, and Abilities (KSAs)

• Exceptional interpersonal skills.
• Effective oral and written communication skills and attention to detail.
• Self-motivated and creative problem solver.
• Independent critical thinking and decision making
• Ability to identify and troubleshoot issues in a professional and quick manner
• Ability to learn and implement new technologies.
• Ability to multi-task, prioritize, and manage time effectively.
• Ability to handle confidential and sensitive information.
• Skills in event planning.
• Ability to work independently and take on new duties as needed.

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.

• 1 year of relevant work experience may be required.

• Bachelor's degree or equivalent advanced learning attained through experience required.