Senior Coordinator, Administrative Operations (Safford, AZ)

UNIVERSITY OF ARIZONA; Safford (AZ); Hybrid; USD 60,000 - 80,000; Full time

Job summary

The University of Arizona's Large Binocular Telescope Observatory invites you to apply as Senior Coordinator, Administrative Operations. You will coordinate the observatory's daily administrative and financial operations, including procurement, accounts payable, and office support for both the Observatory and LBTO Corporation.

The role emphasizes attention to detail, prioritization, and strategic collaboration with internal and external partners, with work at Mt.

Qualifications

• Bachelor’s degree or equivalent professional experience required.
• Experience coordinating administrative and financial operations in a research setting preferred.
• Proficiency with Microsoft Office, Google Workspace and Adobe products.
• Ability to travel to observatory sites as needed.

Responsibilities

• Coordinate daily administrative operations and research activities of the Observatory.
• Administer procurement, accounts payable, and office support processes.
• Maintain financial and administrative records for audit and compliance.
• Manage complex supply orders and assist with international freight coordination.
• Time coordination for observatory staff timesheets and inventory tracking.

Skills

Customer service

Organizational skills

Written and verbal communication

Accounting knowledge

Education

Bachelor's degree or equivalent

Bachelor’s degree in business administration or related field

Tools

Microsoft Office (Word, Excel)

Google Workspace

Adobe products

Job description

Senior Coordinator, Administrative Operations (Safford, AZ)

Senior Coordinator, Administrative Operations (Safford, AZ)

Posting Number req26874

Department Large Binocular Telescope Obs

Department Website Link www.lbto.org

Location Outside of Tucson

Address Safford, AZ USA

Position Highlights

The University of Arizona's 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 3,200 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.

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 .

Duties & Responsibilities

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 University’s 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 10,500 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.

Minimum Qualifications

• Bachelor's 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 .
• Bachelor’s degree in business administration or a related field.
• Experience in office setting.

FLSA Exempt

Full Time/Part Time Full Time

Number of Hours Worked per Week 40

Job FTE 1.0

Work Calendar Fiscal

Job Category Organizational Administration

Benefits Eligible Yes - Full Benefits

Rate of Pay DOE

Compensation Type salary at 1.0 full-time equivalency (FTE)

Grade 8

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 PC2

Job Family Administrative Operations

Job Function Organizational Administration

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

Number of Vacancies 1

Target Hire Date

Expected End Date

Contact Information for Candidates Patrick Hartley
LBTO Observatory Manager
[e-mail]

Open Date 8/26/2026

Open Until Filled Yes

Documents Needed to Apply Resume and Cover Letter

Special Instructions to Applicant

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].