Executive assistant multiple of medicine

Posting Number: req19670

Department: Medicine Administration

Location: University of Arizona Health Sciences

Address: 1501 N. Campbell Avenue, Tucson, AZ 85724 USA

Position Highlights

Please Note: This posting has been updated to reflect multiple vacancies.

The College of Medicine-Tucson Medicine Administration is seeking to fill an Executive Assistant role. The Executive Assistant (EA) will manage the daily activities of either the Vice Dean of Research and Graduate Studies, or the Deputy Dean, Finance and Business Affairs and Assistant Dean of Financial Affairs. As an extension of the Executive Deans, EAs are often sought as a valuable resource and serve as the "go-to" person for their assigned leadership at the College of Medicine-Tucson within the Dean's Suite.

The incumbent must be able to accomplish multiple tasks in a fast-moving, professional environment. In addition, the EA must be able to focus in a work environment that resides within an open and shared area, with the ability to maintain a high-level of confidentiality.

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 click here .

Duties & Responsibilities

• Manage the daily activities of assigned Executives within the College of Medicine - Tucson's This includes, but is not limited to, screening and responding to emails, triaging phone calls, assisting walk-ins, responding to inquiries, etc.
• Coordinate travel arrangements, which includes making hotel reservations, booking flights, paying for conference registration fees, and processing travel authorizations and travel expense reports.
• Process various transactions such as paying vendors, processing disbursement vouchers, and completing purchasing card forms.
• Manage the Executives' calendars which includes prioritizing meetings and assuring the executives are properly prepared for each meeting and/or event.
• Assist with events and projects as needed.
• Coordinate with other University offices and colleges regarding various projects as a point of administrative contact for the College of Medicine-Tucson.
• Coordinate, track, and provide reporting to leaders on assigned projects.
• Assist with proper routing of documents and forms.
• Retrieve, understand, and analyze reports from UA Analytics.
• Prepare meeting rooms for the Executives, including zoom set-up, ordering food, setting out agendas, taking meeting minutes, and following up on action items.
• Provide administrative support to various committees. This may entail speaker coordination, administratively supporting subcommittees, scheduling follow-up meetings, and drafting response letters to related to meeting action items.
• Provide administrative support on purchasing items including placing orders, processing payments, etc.
• Communicate with UA internal and external partners such as other UA departments, the Veteran's Affairs (VA) and Banner.
• Assist in website maintenance for assigned area.
• Analyze administrative and operational functions, review policy and procedure systems for efficiency, and implement appropriate changes and system improvements.
• Interpret and ensure compliance with University and outside agency rules, regulations, policies, and procedures.
• Operate the College golf cart to provide service to the Executives around the UA campus. This will require completion of applicable golf cart training.
• Work with the Executives' home departments to assure they are current on credentials, training, etc., to maintain an active clinical practice.
• Maintain Executives' CVs in UA Vitae.
• Assist with projects and
  tasks as assigned including data entry and drafting of written
  communication on behalf of the Executive.

Knowledge, Skills, and
Abilities

• Knowledge of UA Analytics and OnCore.
• Ability to critically analyze data.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through experience are required.
• One (1) year of relevant work experience is required.

Preferred Qualifications

• Prior experience working within an Administrative, Research and/or Medical School setting.

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: $25.50 - $31.87

Compensation Type: hourly rate

Grade

7

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 Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. 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 .

Grade Range Minimum

$25.5

Grade Range Midpoint

$31.87

Grade Range Maximum

$38.25

Career Stream and Level

PC1

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: 2

Contact Information for Candidates

Casandra Sanchez I

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Special Instructions to Applicant

If you are selected to interview for the position, please be prepared to provide three professional references upon request.

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.

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics 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 .