Duties & responsibilities: * Administrative Support o Oversee the center's front desk operations, ensuring a welcoming interface for the university community and visitors. Manage the center facility to ensure spaces are ready for events; coordinate maintenance with the building manager. -Organize meetings, including monthly member luncheons and development board gatherings. o Provide administrative assistance to center leadership, including scheduling appointments, coordinating multi-institutional collaborations, arranging travel, and managing mailings. * Program & Event Support o Provide logistical support for interdisciplinary workshops, programs, and events that align with AABC's mission. o Plan and coordinate outreach events such as public lectures, science festivals, and K-12 educational activities. o Collaborate with local schools, museums, and community organizations to develop partnerships that enhance public engagement. o Manage the center facility to ensure spaces are ready for events; coordinate maintenance with the building manager. * Financial o Process purchase orders, PCARD reconciliation, travel authorizations, and reimbursements using university systems such as Buyways and Concur. o Coordinate with approved vendors and manage disbursement vouchers and purchasing approvals for high-value transactions. o Order and maintain supplies and equipment to support center staff, events, and programs. * Communication & Reporting o Coordinate the center's monthly newsletter, ensuring timely and accurate communication with stakeholders. o Maintain a database of contacts, including faculty, students, and community collaborators. o Collect program metrics to assess impact and alignment with center goals. * Additional duties may be assigned. Knowledge, skills & abilities: * Knowledge o Event Planning and Coordination o Community & University Engagement--Methods for fostering partnerships with schools, museums, and community organizations. o Administrative Operations-Knowledge of front desk operations, facility management, and visitor engagement, familiarity with scheduling tools and techniques for organizing meetings. o Financial Systems and Processes-University-specific financial systems, budget management, including purchase orders, reimbursements, and vendor disbursements. * Skills o Organizational Skills-Multitasking across events, outreach programs, and administrative tasks, detailed planning and execution of large-scale events and meetings o Interpersonal and Collaborative Skills-Building relationships with stakeholders, community partners, and interdisciplinary teams o Technical Proficiency--Advanced use of Microsoft Office Suite (Excel, Word, PowerPoint), familiarity with financial software and event planning platforms. o Problem-Solving-Addressing logistical challenges during events and programs, anticipating and resolving administrative or operational bottlenecks o Effective Communication--Writing clear and engaging newsletters and outreach materials, managing professional correspondence and public-facing communication. o Time Management--Prioritizing tasks in alignment with multiple overlapping deadlines, ensuring readiness of facilities, programs, and events on tight schedules o Data Management--Maintaining and analyzing databases for accurate reporting, tracking program metrics o Aptitudes o Detail-Oriented o Proficiency in science communication or STEM education initiatives. * Abilities: o Customer-Centric Approach o Team-Oriented--Working collaboratively across departments and disciplines. o Cultural Competency---interacting effectively with diverse communities and audiences. o Proactive Attitude--Taking initiative in improving processes and building relationships, identifying opportunities to enhance engagement and operational efficiency. o Analytical Thinking--Interpreting program metrics to align initiatives with goals, evaluating the success of programs and suggesting improvements. |
University of Arizona
life insurance, vision insurance, sick time
Feb 02, 2025