Administrative Assistant

Sponsored Projects Services (SPS) at the University of Arizona is seeking a proactive and personable Administrative Assistant to be a first point of contact in our Operations team. SPS helps advance groundbreaking research by providing top-tier accounting and grant administration support.

As an Administrative Assistant, you'll respond to incoming communications, connect clients with the right experts, complete project grants intake, maintain systems, and ensure every interaction reflects the highest level of service. We're looking for someone who thrives in a fast-paced environment, enjoys learning new tasks, and brings a positive, professional attitude to every job. Strong organizational skills and proficiency with Microsoft Office, Adobe, and other business tools are key. This position has primary responsibility for expedient routing of incoming communications, intake of unilateral sponsored project grants, system maintenance tasks, and additional support projects as time permits.

With 76 dedicated professionals, SPS offers career growth, a collaborative team culture, and hybrid remote work in Tucson, Arizona with periodic on-campus presence required. If you're ready to grow your skills while supporting world-class research, we'd love to hear from you!

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA 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.

• Triage high volume of sponsored project communication (email, telephone, postal mail and visitors) to quickly analyze client needs. The Administrative Assistant either answers questions concerning unit operations like proposal routing, sponsor application submissions, contract negotiations, award set-up or sponsored project financial management or efficiently escalates more complex, time consuming or specific inquiries to department specialists.
• Create and maintain negotiation records in the university research administration system, with focus on attention to detail, acknowledging receipt of incoming awards via email and setting turnaround time expectations. Review and analyze incoming contract/grant documents for identification and to avoid duplicate records.
• System maintenance tasks like new Sponsor/Agency set-up, Unit/Organization tables maintenance, and Proposal routing configurations. Proposal purges and rejection/withdrawal notices. Update of COI disclosers in proposals and awards, and monitoring requests for Post award, key personnel changes.
• Miscellaneous duties such as data clean-up projects, collecting and delivering mail, incoming check logging, updating/maintaining training material for the Administrative Assistant position as time permits.
• Additional duties may be assigned.

Knowledge, Skills, and Abilities:

• Proficiency with Microsoft Office 365 Suite, especially Outlook
• Expertise with Adobe PDF manipulation and conversion
• Excellent written and verbal communication skills
• Ability to cooperatively multi-task and prioritize work
• Professional friendly attitude
• Punctual with strong, reliable attendance history
• Ability to work independently and model the highest degree of professionalism as demonstrated by work ethic and personal engagement
• Ability to take initiative to gain broad knowledge of unit operations, master new skills and concepts, and follow tasks through successful completion
• Ability to manage multiple priorities in a fast-paced setting
• Aptitude for learning new systems and technology to respond to inquiries or quickly facilitate contact with appropriate specialists

• 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.

• Experience with UArizona Financial and Research systems.
• Experience in grant and contract management.
• Experience as a receptionist, front office representative or similar role.