Administrative Coordinator, Center for Quantum Networks

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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Administrative and Reporting Duties:

• Budget and Reporting Support: Assist with preparing, organizing, and maintaining reports and financial documentation.
• Data Collection and Documentation: Gather and track student participant data, ensuring accurate documentation of program activities and outcomes.
• Procurement: Manage procurement of materials for programs while ensuring compliance with university financial policies and maintaining accurate records. Assist with lab inventory management and procurement as necessary.
• Strategic Planning Participation: Contribute to the strategic planning process for Pillars.
• CQN Directory Maintenance: Keep the CQN directory up to date, including student, faculty, and personnel records.
• Meeting Support: Attend center meetings, take minutes, and distribute them as needed.
• Shared Drive Management: Oversee the organization and maintenance of center shared drives.
• Event Expense Coordination: Process event-related expenses in accordance with university policies, ensuring compliance with budget constraints.
• Reimbursement Processing: Handle reimbursements for center personnel (e.g., travel, lab expenses) in line with university procedures.

Program Coordination:

• Workforce Development Programs: Plan, coordinate, implement, evaluate, and track workforce development education trainings, including budget preparation, application processes, and participant selection.
• Outreach Programs Coordination: Oversee faculty mentor recruitment, orientation, marketing, and program logistics for the Research Experience for Undergraduates (REU) and other outreach initiatives. Serve as the primary contact for program locations and report on activity progress.
• EWD Deliverables: Collaborate with the EWD Director to ensure the timely and successful completion of EWD program deliverables.
• Mentor Training: Coordinate and facilitate mentor training sessions for faculty involved in workforce development programs.
• Internship and Workshop Coordination: Work with the IPP Pillar to secure student internships and organize entrepreneurial/innovation workshops.
• Conference Participation: Attend and present at relevant conferences (travel required as needed).

Communication Management and Event Coordination:

• Event Evaluation and Improvement: Assess current and upcoming events, analyze feedback, and recommend improvements based on outcomes. Develop creative solutions to improve event success.
• Event Planning: Oversee event logistics, including invitations, venue selection, scheduling, catering, rentals, decor, entertainment, permits, transportation, AV needs, staffing, publicity, guest services, and other event-related activities.
• Written Communications: Produce center-wide communications such as website content, news articles, brochures, presentations, and other written materials.

Other Responsibilities:

• Miscellaneous Tasks: Perform other duties as assigned by leadership.
• Event Scheduling Flexibility: Be prepared to work outside of regular business hours, including evenings and weekends, as event scheduling requires.
• Student Transport: Transport students using university vehicles, including High Occupancy Vehicles (HOV), as needed.
• Supervision of Student Employees: Oversee and manage student employees when applicable.
• Additional duties may be assigned.

Knowledge/Skills/Abilities:

• Ability to manage multiple tasks at a time.
• Ability to organize and prioritize tasks effectively.
• Ability to communicate effectively with various groups/individuals.
• Ability to think outside the box and come up with innovative solutions.

• 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.

• Previous experience in communications, event coordination, drupal, UAccess Financials.