Administrative Associate, Venture Development Support

The University of Arizona (UArizona) Tech Launch Arizona (TLA) is seeking a highly motivated, dependable, excellent team player and disciplined Administrative Associate (Administrative Support Assistant III) who will perform a wide range of detailed support functions, calendaring, coordinating, and organizing specific events and meetings for the Venture Development Team. This includes the Venture Development Director, Mentors-in-Residence and Managers. This position reports to the Executive Associate.

The TLA Venture Development team facilitates the creation of new ventures founded on these inventions. The ideal candidate will be enthusiastic, self-motivated with exceptional follow through, and will have proven technology commercialization and startup experience, or current industry expertise.

Some responsibilities and characteristics of this position will be: · Interacts and maintains liaison with students, faculty, staff, and outside/community agencies in facilitating program objectives. This includes giving tours and communicating with supporters and sponsors. · This position is 100% fully in-person with no remote and/or hybrid flexibility during TLA's business hours from 8AM-5PM. No flex hours or flex schedule available.

This position will be part of the broader Tech Launch Arizona (TLA) network of resources. TLA is the University of Arizona unit with the primary mission of ensuring greater cohesion among University researchers, the business community, and organizations supporting technology commercialization to significantly enhance the impact of UArizona research and creative endeavors. TLA represents a prioritization of the University’s commitment to impact of research.

As a place to live and work, Tucson has been ranked in the top 20 among America’s Best Cities in the 2021 annual report by Resonance Consultancy, and was the first UNESCO City of Gastronomy designated in the U.S., joining the worldwide network of UNESCO Creative Cities.

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 visit talent.arizona.edu

Duties & responsibilities:

• Provides administrative support for the Venture Development (Ven Dev) Team, including but not limited to, scheduling meetings and calendaring for Venture Development Director, Mentors-in-Residence and Managers, and responding to emails as needed.
• Handling travel arrangements including event registration, airline, hotel, and car rental on behalf of the Ven Dev team as assigned.
• Represent the spirit and values of TLA though responsive, high-quality interactions and providing accurate, complete, and up-to-date information in a courteous, efficient, and timely manner with a wide variety of constituencies: TLA employees, donors, students, faculty, staff, regents, legislators, University officers and officials, corporate executives, etc.
• Working closely with Events Manager and other TLA members, coordinate and manage specific events, such as Ven Dev & Venture Mentoring Services (MIT-VMS) events, to ensure successful outcome, including but not limited to Pitch events, Investor events, MIT-VMS events, and Venture Educational events.
• Working closely with Events Manager placing food orders for recurring MIT-VMS lunch presentations.
• Coordinating special projects as needed.
• Arranges meetings (both virtual and in-person), coordinates distribution of information for meetings, anticipates and prepares required materials such as meeting agendas, and follows up on correspondence as needed for Ven Dev Director, Mentors-in-Residence and Ven Dev Managers.
• Provides administrative support that may require research, evaluating, and resolving problems within the scope of the position.
• Supervises student entrepreneurial fellows and coordinates student time sheets and approvals. Assists in managing and coordinating the recruitment process from start to finish for student fellow hires, including but not limited to, managing the job posting in Handshake, coordinating the selection and interviews to hiring and onboarding. Act as Search Committee Chair for all Ven Dev team new hires.
• Prepares, formats, and proofreads materials using MS Office Suite, primarily Word, Excel, and PowerPoint.
• Assists in scheduling recurring meetings with Mentors-in-Residence and student fellows.
• Assists the Ven Dev Director in scheduling recurring meetings with licensees (Startups) and Ven Dev Managers.
• Assists the Ven Dev Director with keeping the TLA Startups Webpage and AirTable database updated.
• Assists the Ven Dev Director with recurring Excel spreadsheets using PitchBook, LinkedIn, SBIR, and Excel for updating revenue and startup information as needed.
• Assists the Mentors in Residence with scheduling meetings with licensees and potential licensees.
• Assists the Ven Dev Managers with updating spreadsheets and providing current resources for Commercialization Partners.
• Assists the Ven Dev Director along with the Marketing Director with outreach to the licensees.
• Coordinate with building correspondent for any “as needed” requests for MIT-VMS and Ven Dev evening events, including but not limited to, requesting in advance to keep the building access doors unlocked and/or our suite door unlocked upon request; coordinate with Amer-X security and the building manager as needed.
• Cross-training with the Front Desk Reception and Licensing Manager Support Administrative Associate.
• Additional duties may be assigned.

Knowledge, skills and abilities:

• Knowledge of office and administrative practices and principles.
• Ability to problem solve and make decisions demonstrating good judgment.
• Ability to prioritize tasks and responsibilities, respond positively to unanticipated changes, and meet deadlines.
• Excellent organizational, interpersonal, and multi-tasking skills; Ability to effectively communicate with others.
• Ability to work in a fast-paced environment with a very high degree of accuracy.
• Social media savvy.
• Reliable attendance record and detail-oriented.

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Minimum of 5 years of directly related administrative experience or equivalent advanced learning attained through professional level experience required.
• Federal regulations require that the incumbent be a U.S. citizen or legal permanent resident to be ITAR/EAR compliant.

• Experience with MS Office Suite, especially Outlook and Excel.
  
• Bachelor’s degree in Business or relevant field AND one year of directly related administrative experience
  
• Over 5 years of directly related administrative experience.
  
• Experience with University policies, best practices and procedures.
  
• Experience with MS OneDrive SharePoint, MS Teams, AirTable, Zoom, UA Purchasing Card, and UAccess systems (including UAccess Financials and Research), and report generation in UAccess Analytics.
  
• Experience with Customer Relationship Management (CRM).