Research Program Administration Officer II

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!

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• 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 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.

• 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.