Duties & responsibilities: * Use of critical thinking and decision-making skills to provide a variety of specialized program management and technical responsibilities to support the external engagement program and proposal development team within the office of Research Development Services. This entails managing our CRM and relational database entries, tracking of action items and deadlines affiliated with external sponsored research, providing coordination for proposal development functions (including templating, calendaring, and meeting arrangements). Specific duties include: develop letters, memos, and reports on behalf of the external engagement and proposals teams, including communications for internal and external consumption. Coordinate communication triage, including agendas and collaborative tools, between other functional units within Research Development. * Collaborate with the RD Operations Team to ensure the smooth and successful implementation of program management, administrative support, and events to engage external sponsors (primarily federal, industry, and community partners) and faculty grants and contracts learning opportunities. * Administrative support - respond to inquiries received from the general help desk line and email; proactively communicate with senior leaders and deans (or designees), direct reports, internal and external stakeholders in establishing new meeting requests, following up on action items, sharing reports and draft scopes of work for sponsored research. Arrange meeting rooms and maintain the conference room and the conference room calendar, golf cart calendar and maintenance, maintain and set up Zoom and other technologies for audio-visual meeting support; make and report the necessary travel reservations and develop itineraries for those traveling (in and out of state); process PCard purchases and reconciliation ensuring all documents are submitted in a timely fashion according to deadlines; process reimbursements; process mail; monitor office needs. * Maintain multiple electronic systems including member access to Teams, the unit's CRM and proposal tracking tools (currently in AirTable and SmartSheet), and support the updating of our Drupal-based website. This also includes collating materials for distribution to key collaborators through our regularly scheduled e-newsletters (TRELLIS/Salesforce). * Additional duties as assigned. Knowledge, skills and abilities: * Understanding of a high-intensity research institution and higher education administration. * Proficient with Microsoft Office Suite, especially Outlook email and calendaring, Zoom, Doodle Poll or other similar applications. * Strong organizational skills and excellent verbal and written communication. * The use of sound judgment and the ability to distinguish priorities are important as well as working well with minimal supervision and within a team. * Excellent knowledge of office, research program/project management, and administrative procedures and policies particularly using the Microsoft Office Suite. * Excellent verbal and written communication. * Proficient with Zoom, Teams, and other applications with experience supporting AV equipment. * Skill in developing and maintaining good working relationships. * Excellent interpersonal communication skills, including written and oral communication. With the ability to effectively communicate with external partners. * Exceptional organizational skills: detail-oriented, able to prioritize strategically, and effectively juggle multiple projects simultaneously. * Knowledge of basic accounting principles. * Ability to problem-solve and make decisions. * Ability to work independently as well as part of a team. * Ability to deliver professional and effective customer service with all interactions. |
University of Arizona
life insurance, vision insurance, sick time
Nov 13, 2024