Office Coordinator (Part Time)

Postdoctoral Affairs in Office of Research & Partnerships at the University of Arizona is seeking an Office Coordinator. This is a multi-tasked environment requiring the incumbent to perform independently with initiative, resourcefulness, discretion, and sound judgment. The successful candidate will demonstrate a proactive approach to assigned tasks and possess strong attention to detail. They will be professional and capable of effectively managing a wide range of responsibilities. The role combines administrative duties, communications and budgeting.

The University of Arizona Office of Postdoctoral Affairs was established in 2017. It is housed under the Office of Research & Partnerships (ORP), receives additional support from the Graduate College, and serves the approximately 500 postdoctoral scholars on the Tucson and Phoenix campuses. Its mission is to advance postdoctoral scholars by providing career and professional development resources, fostering an inclusive academic community, and promoting excellence in research, discovery, and innovation across campus and support faculty in their role as postdoctoral mentors. University of Arizona Postdoctoral Affairs offers postdoctoral scholars (postdocs) a broad range of resources and workshops to support their professional development and career advancement.

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!

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.

Communications and event planning:

• Serve as the primary point of contact for stakeholders
• Respond to complex and delicate communications through email from postdocs and faculty
• Plan and coordinate events for postdocs associated with NPAW, HSRI, RDS webinars (DOD, NIH, industry, and foundation funding opportunities), career development, and others.

Community building:

• Work to connect postdocs to resources within Postdoc Affairs, University of Arizona Postdoc Association (UAPA), Campus Health, Career Services, International Scholar Services, and other campus partners.
• Facilitate peer support opportunities and recruitment of postdocs for the UAPA.
• Develop and maintain a postdoc alumni tracking system.
• Maintain Postdoc Affairs Social Media (LinkedIn and Instagram).

Operations:

• Facilitate grant and award review processes by communicating with reviewers, disseminating materials for applicants and reviewers, etc.
• Assist the GA in developing the newsletter
• Assist the GA maintain postdoc events calendar
• Assist the Director with clerical and meeting support as needed (setting up Zoom and in-person meetings, preparing itineraries for candidates' site visits, etc.)

Finances and Accounting:

• Serve as PA liaison to ORP Business Office, maintain records of ORP grants and awards.
• Liaise with NIH T32 training grant staff
• Track funding authorizations and expenditures, ensuring proper record-keeping practices

Knowledge, Skills, and Abilities:

• Skill in planning, analyzing & coordinating activities & establishing priorities.
• Able to exercise discretion working with sensitive matters.
• Ability to work with people at all levels of the organization.
• Proficient with Microsoft Office 365 Suite, Outlook, Adobe PDF manipulation and conversion, excellent written and verbal communication skills, able to cooperatively multi-task and prioritize work, professional friendly attitude.
• Social media management skills.

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 5 years of relevant experience, or equivalent combination of education and work experience.