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Program Coordinator

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Program Coordinator
Tucson, AZ, United States
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Program Coordinator
Posting Number req17741
Department AZ Inst for Resilience
Department Website Link https://www.environment.arizona.edu/
Location Main Campus
Address Tucson, AZ USA
Position Highlights

BBCS in Arizona Institute for Resilience at the University of Arizona is in search of a Program Coordinator (Admin Support Assistant III). As Program Coordinator for the BBCS, this role will facilitate effective interdisciplinary research in adaptive climate change science and novel solutions with faculty from many colleges across the University of Arizona. Working alongside faculty from several disciplines, the Program Coordinator creates a sense of unity and synergy across diverse faculty and postdocs and moves operations and strategic planning forward for programmatic success. About BBCS BBCS is an interdisciplinary research team of faculty and postdoctoral fellows established in 2016 contributing robust and predictive research in emergent issues around climate change to prevent species extinction, preserve ecosystem and human health, and sustain food security across multiple scales. By forecasting future environments and patterns of governance and biodiversity under changing physical, social, & economic conditions, we anticipate future challenges and opportunities, and develop governance and conservation strategies to address these issues. Learn about our work here. BBCS is a program of the Arizona Institute of Resilience, harnessing diverse approaches to turn science into actionable, community-oriented solutions. AIR’s focus is resilience, the practice of designing environmental and social systems to anticipate and integrate with global change.

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; state and optional 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

Duties & responsibilities:

  • Communications & Meeting Coordination:
    • Maintaining up-to-date email listservs, website, Twitter account.
    • Submitting program accomplishments to internal UA newsletters and coordinating with departmental communications staff for press releases.
    • Arrange for virtual or in-person meeting spaces, coordinate recurring and unique meetings, disseminate meeting minutes and action items.
    • Provides guidance and assistance as needed to students, faculty, researchers and other staff on policies, practices and procedures.
  • Postdoctoral Researcher Hiring and Other Student Support:
    • Prepare job announcements with faculty input.
    • Facilitate the candidate review process with participating faculty.
    • Coordinate with department HR for posting, compliance, and onboarding.
    • Facilitate new postdoc onboarding activities.
    • Complete program-related travel authorization paperwork and reimbursements for all collaborating students.
    • Prepare student certificates upon completion of research activities with BBCS.
  • Financial Management:
    • Review monthly financial statements and update financial tracker.
    • Complete reimbursement paperwork to ensure all purchases comply with departmental and funding policies.
    • Prepare and submit annual program budget and rollover requests, according to university policies.
    • Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets.
  • Strategic & Financial Planning:
    • Support the ongoing efforts to ensure long-term financial sustainability of the program, including collaborations with University of Arizona Foundation, finding research proposals relevant to the team, and supporting administrative tasks for grant submission.
    • Draft and submit annual strategic plans to guide BBCS activities that help us achieve our mission.
    • Enhance the dynamic internal organizational structure by designing centralized processes for streamlined communication, postdoc mentorship, and fluid cross-collaborations.
    • Ability to design, train, and implement new systems for record keeping, data entry, funding opportunities, and more.
  • Event Planning:
    • Support postdoctoral researchers with annual celebratory events, symposia, or dissemination events that celebrate our accomplishments and novel research.
    • Manage all financial transactions, catering, space reservations, and communications pertaining to the events.
  • Additional duties may be assigned.

Knowledge, skills & abilities:

  • Strong organization skills
  • Professional and efficient communication skills
  • Ability to work independently and in a group
  • Comfort with discomfort and researching to learn new policies/procedures
  • Interest in research
  • Interest in environmental sciences
  • Strong digital abilities with Google Drive, UA Box, Microsoft Office programs, and other online software
  • Ability to learn new skills quickly               
  • Has extensive knowledge of University systems, operations and department practices and procedures; OR is willing to learn independently to develop this extensive knowledge.
  • Diligent and self-motivated with the ability to work independently and in teams under minimal supervision with assigned general expectations.
  • High attention to detail, strong organization skills, and
  • Strong written, digital and verbal communication skills. Ability to communicate with professionals across disciplines.
  • Ability to read and interpret policies and procedures, as well as recommend internal procedures to improve equitable research, hiring, and management practices.
  • Strong innovation and creative problem-solving skills with the ability to propose solutions to problems and solicit feedback from faculty and postdocs.
Minimum Qualifications
  • High school diploma or equivalent, or equivalent learning attained through experience required and a minimum of 5 years of relevant experience, or equivalent combination of education and work experience.
Preferred Qualifications
  • Some experience in financial planning and grant management.
  • Some experience in academic research.
  • Current residence or ability to relocate to Tucson, Arizona.
  • Experience in creating budgets, strategic plans, and other programmatic reporting.
FLSA Non-Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 30-40
Job FTE 0.75 - 1.0
Work Calendar Fiscal
Job Category Organizational Administration
Benefits Eligible Yes - Full Benefits
Rate of Pay DOE
Compensation Type hourly rate
Grade 5
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 Kacey Ernst,
Open Date 9/19/2023
Open Until Filled Yes
Documents Needed to Apply Resume and Cover Letter
Special Instructions to Applicant
Diversity Statement At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

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