Senior Coordinator, Administrative Operations (Safford, AZ)

The University of Arizonas Large Binocular Telescope Observatory invites you to apply to the role of Senior Coordinator Administrative Operations. The successful candidate coordinates the daily administrative and financial operations of the Observatory to ensure goals and objectives are accomplished in accordance and within established policies guidelines and priorities. This includes administering procurement accounts payable and office support for the day to day operations and research activities of the Observatory including the Large Binocular Telescope Observatory and the Large Binocular Telescope Corporation a 501(c)(3) Non-Profit that sponsors the Observatory. They will require attention to detail ability to prioritize and a strategic focus while working within the team and with internal and external collaborators. Work is carried out at the LBT Observatory at the summit of Mt Graham and at Mount Graham International Observatory offices in Safford Arizona.

The Large Binocular Telescope Observatory (LBTO) headquartered at the University of Arizona operates the Large Binocular Telescope in southeastern Arizona at an elevation of 3200 meters. With two 8.4-meter telescopes working together and advanced adaptive optics and interferometric capabilities the LBT provides exceptional sensitivity high angular resolution and an effective aperture comparable to a 23-meter telescope. As an international partnership LBTO has a dual mission to deliver world-class scientific capabilities as a leading 8-meter-class observatory while pioneering technologies and capabilities for the next generation of Extremely Large Telescopes supporting research across the full spectrum of modern astrophysics.

This position may be eligible for a hybrid work assignment in conversation with the supervisor.

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Administrative Duties:

• Coordinates the daily administrative operations and research activities of the Observatory.
• Implements administrative policy and procedures to enhance operations and service efficiencies and identify opportunities for improvement.
• Coordinates utilization and maintenance of Observatory offices bedrooms and kitchen facilities.
• Maintains financial and administrative records for variety of funding sources for audit purposes.
• Manages complex supply and equipment orders for the Observatory.
• Helps coordinate international freight for research equipment.
• Supports the fleet of vehicles including scheduling use and maintenance preparing monthly and annual reports to UA Motorpool and State agencies.

Financial Duties:

• Utilizes internal university systems performs and monitors daily financial transactions to coordinate purchasing initiate payments manage assets and accurately book expenses.
• Reviews transactions and their associated documentation to ensure compliance with internal and external regulations policies and procedures.
• Ensures completion of necessary documentation for expenditures deposits and correcting entries.
• Supports unit asset management and inventory in financial systems. Interprets financial policies to ensure regulatory compliance and provides staff with guidance regarding financial questions.
• Participates in implementation of new financial and operational tools and protocols to streamline functionality and improve efficiencies.
• Analyzes financial data to provide recommendations for operational improvements.

Other Duties:

• Time coordinator for observatory staff timesheets.
• Assists with tracking inventory of parts and supplies in electronic asset management system.
• Input observatory inventory data monitor inventory in relation to threshold requirements generate orders for new supplies and parts input and evaluate maintenance data and generate reports with recommendations on maintenance activity and task lists.
• Oversee event planning for meetings and trainings coordination of meeting space and logistics.

Knowledge Skills and Abilities:

• Excellent customer service skills.
• Proactive in monitoring tasks and take prompt actions to complete work.
• Strong organizational skills to effectively manage time prioritize tasks set goals and develop systems to achieve them.
• Possess excellent written and verbal communication skills.
• Knowledge and use of business principles theories and concepts.
• Work efficiently and effectively both independently and as part of the team.
• Demonstrate honesty and integrity as well as being flexible and adaptable to a fast-paced and evolving environment.
• Working knowledge of the Universitys accounting policies procedures and practices.

Physical/EnvironmentalRequirements:

• Ability to travel three days per week to the observatory site and carry out work functions while at the summit elevation of 10500 feet.

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.

• Bachelors degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience or equivalent combination of education and work experience.
• Experience in Microsoft Office (Word and Excel) Google Workspace and Adobe products.
• Ability to drive according to the University Fleet Safety Policy.

• Bachelors degree in business administration or a related field.
• Experience in office setting.