Job Details

Research Program Administration Officer II

Posting Number
req23854

Department
James C Wyant Coll Optical Sci

Department Website Link


Location
Main Campus

Address
Tucson, AZ USA

Position Highlights

The University of Arizona's Optical Engineering and Fabrication Facility, housed within the Wyant College of Optical Sciences, is seeking a Research Program Administrative Officer II.

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.

Duties & Responsibilities

• Assist with the management of employee effort reporting through college level research specific timesheet submission.
• Review and verify timesheet data in collaboration with Project Managers and Principal Investigators (PI) for effort accuracy and alignment with sponsored project requirements.
• Compile timesheet and cost allocation data into structured reports for submission to the University's business office.
• Monitor employee effort charged to research accounts and maintain accurate records for audit readiness and sponsor reporting.
• Support internal financial tracking of labor costs across multiple active research project
• Assists with the preparation and submission of research proposals, progress reports, and compliance documentation.
• May provide input in developing written protocols and standard operating procedures
• Facilitate procurement of research-related equipment, materials, and services in alignment with requests from Project Managers, Cognizant Engineers, and PIs.
• Engage with vendors to obtain competitive quotes, prepare purchase documentation, and process requisitions through University procurement systems.
• Ensure adherence to institutional and sponsor regulations regarding purchasing, property management, and shipping/receiving.
• Coordinate vendor payments and billing documentation with University business offices to maintain accurate project financial records.
• Support logistics for receipt, tracking, and distribution of research supplies and equipment.
• Coordinate logistics for research team meetings, including scheduling, space reservations, attendee communication, and preparation of meeting materials.
• Provide on-site meeting support by setting up required supplies, signage, and presentation resources.
• Assist research personnel with domestic and international travel arrangements, including transportation, lodging, and conference registration, in accordance with University and sponsor guidelines.
• Prepare and submit travel reimbursements and manage P-Card transactions to ensure compliance with institutional travel policies.
• Provide as-needed travel support to research teams, with PIs retaining primary responsibility for planning and approval.
• Assists with formatting, proofreading, and finalizing proposals, reports, and project documents; ensures consistency of document formatting; maintains and updates research group websites with content provided by supervisors/PIs; performs basic image editing for web updates; manages office supply inventory and related procurement.
• Ensures laboratory or office equipment and materials are maintained, inventoried, and available for research staff.

Knowledge, Skills, and Abilities

• Strong organizational skills with high attention to detail and accuracy.
• Ability to manage multiple administrative tasks, prioritize responsibilities, and meet deadlines.
• Basic understanding of internal billing, purchasing, and financial compliance processes.
• Strong written and verbal communication skills.
• Ability to collaborate effectively with technical teams, faculty, administrative staff, and external vendors. Proficiency with standard office software and the ability to learn University administrative systems.
• Flexibility to occasionally adjust work hours for early or late meetings when necessary.
• Knowledge of internal financial data management related to project administration.

Minimum Qualifications

• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.
• Bachelor's degree or equivalent advanced learning attained through professional level experience required.

Preferred Qualifications

• Experience coordinating administrative and purchasing processes in a higher education, scientific, or research environment.
• Experience with University procurement, travel, and compliance procedures.
• Experience using graphics or image editing software (e.g., Photoshop) for basic website updates.

FLSA
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
$59,404 - $74,254

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
Research Program Admin

Job Function
Research

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
Dr. Chang Jin Oh
...@optics.arizona.edu

Open Date
9/5/2025

Open Until Filled
Yes

Documents Needed to Apply
Resume

Special Instructions to Applicant

Notice of Availability of the Annual Security and Fire Safety Report
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics 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 ...@arizona.edu.