Research Program Administrator, Steward Observatory

Phase2 Technology; Tucson (AZ); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

Full benefits

Tuition reduction

Job summary

University of Arizona's Steward Observatory is hiring a Research Program Administrator to support day-to-day project management, compliance, and financial activities. The role collaborates with the Program Manager of Compliance and Contracts to ensure timely deliverables and adherence to sponsor guidelines.

Responsibilities include maintaining asset logs, processing subaward and vendor documents, monitoring invoices, and coordinating with internal offices and external partners to meet project

Qualifications

• Bachelor's degree or equivalent combination of education and experience with 1 year in funded project management or administrative operations.
• Strong attention to detail and ability to manage multiple deadlines.

Responsibilities

• Compliance & Program Administration: maintain compliance and asset logs, run monthly reports, manage records, and perform screenings.
• Financial & Procurement Support: monitor subaward and vendor payments, track purchases, and reconcile accounts.
• Reporting & Stakeholder Coordination: prepare monthly/quarterly reports and coordinate with subaward recipients and sponsors.
• Proposal & Deliverable Support: assist with data collection for research proposals and maintain logs.

Skills

Attention to detail

Organizational skills

Excellent communication skills

Ability to work independently

Microsoft Office proficiency

Smartsheet experience

Education

Bachelor's degree or equivalent combination of education and experience

Tools

Smartsheet

Microsoft Project

Excel

Job description

Research Program Administrator, Steward Observatory

Posting Number: req26669

Department: Steward Observatory

Department Website Link: https://astro.arizona.edu

Location: Tucson Campus

Address: Tucson, AZ USA

Steward Observatory is both a century-old observatory on the University of Arizona campus and one of the University's oldest research units. Founded in 1918, the Observatory brings together students, staff, faculty, engineers, and technicians to explore the universe and share discoveries through world-class research, education, and outreach. With more than 180 professionals supporting advanced facilities, laboratories, and observatories, Steward Observatory offers a collaborative environment where technical expertise plays a critical role in advancing ground- and space-based astronomy.

The University of Arizona's Steward Observatory invites you to apply for the role of Research Program Administrator. In this position, you will be a member of a large team and will be able to manage multiple tasks simultaneously. Working closely with the Program Manager of Compliance and Contracts, you will support the project principal investigator and project directors by coordinating day-to-day project management activities and helping ensure successful project execution.

You will play a key role in maintaining compliance and asset logs, preparing subaward and vendor routing documents, monitoring and tracking subaward and vendor invoices and payments. This is a fast-paced work environment that requires the ability to adapt, prioritize competing responsibilities, and pivot as needs evolve. You will also collaborate with the Steward Observatory Business and Research Offices, the UA Financial Services Office, and external partners and vendors to help achieve project objectives and deliverables.

Visa sponsorship is not available for this position.

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.

Duties & Responsibilities

Compliance & Program Administration:

• Maintain compliance and asset logs, run monthly reports to determine recertification needs, send reminder notifications, and maintain records. This involves using information obtained from the University Edge Learning portal and Financials and performing restricted party screenings.
• Coordinate and perform day-to-day operational and administrative activities in support of research programs.
• Assist with completing special projects assigned by the principal investigator and project directors to fulfill research deliverables.

Financial & Procurement Support:

• Monitoring subaward and vendor payment requests, purchase order requisitions, and project-related financial transactions to ensure they are in accordance with sponsor guidelines and university policies.
• Order and track research supplies and equipment.
• Assist with reconciling accounts, identifying and resolving discrepancies, and notifying management of any discrepancies. This entails accessing and running reports in University financial systems and using the information to create reports.

Reporting & Stakeholder Coordination:

• Assist with preparing and reviewing quarterly and monthly reports and communicating with subaward recipients regarding project invoicing issues. This entails consulting the University's financial systems (e.g., Financials and Analytics) and working with Excel and Smartsheet to develop and maintain reports.
• Facilitate the organization and documentation of project meetings and collaborative activities, ensuring smooth information exchange and record-keeping between the project sponsor, external collaborators, and research administration.

Proposal and Deliverable Support:

• Assist with the preparation and data collection for research proposals submissions and maintain submission and deliverables logs.

Knowledge, Skills, and Abilities (KSAs):

• Strong attention to detail and ability to manage multiple deadlines.
• Excellent organizational and communication skills.
• Ability to work independently.
• Ability to maintain confidentiality and manage sensitive information.
• Proficiency with Microsoft Office products.
• Familiarity with commonly used project management tools, such as Smartsheet or Microsoft Project.

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.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience, and one (1) year of experience in funded project management, proposal coordination, or administrative operations.

General Employment Details

FLSA: Non-Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Research

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $25.50 - $31.88

Compensation Type: hourly rate

Grade: 7

Compensation Guidance: The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level: PC1

Job Family: Research Program Admin

Job Function: Research

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Open Date: 7/31/2026

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Contact Information for Candidates: Tammie Brown Program Manager of Compliance and Contracts [e-mail]

Notice of Availability of the Annual Security and Fire Safety Report: In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses. Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at [e-mail].