Posting Number req26513
Department Steward Observatory
Department Website Link https://astro.arizona.edu/
Location Tucson Campus
Address Tucson, AZ USA
Position Highlights
The Department of Astronomy and Steward Observatory seeks an experienced and highly organized Administrative Support Assistant III to support the department’s academic, research, and administrative operations. This position serves as a key member of the Academic Office and provides operational support to faculty, staff, graduate students, undergraduate students, visiting scholars, and departmental leadership.
In this role, the Administrative Support Assistant will coordinate graduate admissions and recruitment activities, organize colloquia and departmental events, process travel and reimbursements, support curriculum management processes, maintain departmental communications and websites, schedule meetings and conference spaces, and assist with a wide variety of administrative projects that support the department’s educational and research mission.
The successful candidate will thrive in a fast-paced academic environment, demonstrate exceptional organizational and customer service skills, and possess the ability to independently manage multiple priorities and deadlines while maintaining accuracy and professionalism. They will also demonstrate adaptability, initiative, professionalism, and a strong commitment to supporting student and faculty success in a collaborative academic environment.
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
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.
Duties & Responsibilities
Graduate Admissions & Academic Program Support
Coordinate graduate admissions activities for the Astronomy and Astrophysics program, including application tracking, committee coordination, scheduling meetings, and supporting applicant review processes.
Assist with graduate recruitment visit logistics, including travel arrangements, hotel accommodations, catering, reimbursements, and scheduling activities for applicants, faculty, and graduate student hosts.
Support curriculum management processes by coordinating course additions, modifications, and updates through university systems.
Maintain student records, reports, and departmental databases related to academic programs and admissions.
Assist with mentoring committee scheduling and graduate student program support activities
Department Events, Meetings & Faculty Support
Coordinate departmental colloquia, seminars, guest lectures, recruiting events, and faculty meetings.
Arrange speaker itineraries, lodging, travel reimbursements, catering, room reservations, and event logistics.
Create announcements, flyers, schedules, and event communications for departmental distribution.
Coordinate conference room scheduling and shared departmental calendars.
Administrative Operations & Customer Service
Serve as a primary point of contact for faculty, staff, students, visitors, and external partners.
Respond to inquiries and provide guidance regarding departmental procedures and university processes.
Maintain electronic and physical filing systems, mailing lists, departmental records, and operational documentation.
Coordinate key access requests, directory updates, and departmental communications.
Financial, Travel & Purchasing Support
Process reimbursements, purchasing requests, disbursement vouchers, requisitions, travel authorizations, and travel expense reports in compliance with university policies and procedures.
Coordinate travel arrangements for faculty, guest speakers, students, and visitors.
Track documentation and follow up on payments, reimbursements, and vendor processing.
Website & Communications Support
Maintain and update departmental webpages, calendars, and online content using Drupal or similar content management systems.
Assist with updating departmental lobby monitors, announcements, newsletters, and promotional materials.
Support departmental communication efforts across university platforms.
Knowledge, Skills, and Abilities:
Excellent organizational, interpersonal, and customer service skills.
Strong attention to detail and problem-solving abilities.
Ability to prioritize competing deadlines in a fast-paced environment.
Ability to learn university systems, policies, and procedures.
Ability to work independently and collaboratively as part of a team.
Strong written communication and document preparation skills.
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
High school diploma or high school diploma equivalency is required.
Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.
Preferred Qualifications
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 Organizational Administration
Benefits Eligible Yes - Full Benefits
Rate of Pay $20.33 - $25.41
Compensation Type hourly rate
Grade 5
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 represents 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 OC3
Job Family Administrative Support
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 Liza Soto
Academic Programs Officer III
[email protected]
Open Date 7/14/2026
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. These reports 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
[email protected].
