Administrative Support Assistant, Steward Observatory (Part Time)

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.

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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Fiscal, Purchasing, and Asset Support

• Assists with purchasing supplies, materials, equipment, and services following established procurement procedures and supervisory approval.
• Processes vendor payments and reimbursement documentation, ensuring required supporting documentation is complete and compliant with university and departmental policies.
• Reconciles transactions and expenditures, identifies discrepancies, and follows up as needed to support accurate financial record keeping. Bring in supervisor as needed.
• Coordinates asset management activities including requesting asset tags, maintaining equipment inventories, supporting asset reviews, and tracking departmental equipment.

Administrative and Operational Support

• Provides 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.
• Greets visitors and guests, answers and directs phone calls, and assists with front-office operations and customer service activities.
• Assists with management of departmental communication platforms including websites, calendars, and social media content to ensure information remains current and accurate.
• Assists with Mirror Lab tours as needed.
• Maintains departmental calendars, schedules meetings and training sessions, coordinates logistics, and prepares meeting materials, agendas, presentations, and sign-in documents.
• Organizes, maintains, and updates departmental records, files, databases, emergency contact lists, and operational documentation in accordance with university procedures.
• Coordinates building access requests, shipping requests, parking permits, and other operational support activities.
• Assists with workflow coordination and refers specialized matters to appropriate personnel as needed.

Event and Program Support

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

Facilities and Safety Coordination

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

Knowledge, Skills, and Abilities

• 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.