Administrative Support Assistant III, College of Medicine - Phoenix

This is an exciting opportunity to become part of a fast-growing college. The College of Medicine-Phoenix is seeking a bright Administrative Support Assistant. This position will support leadership and assist with managing the day-to-day activities of the department to keep the mission of the unit on track.

The ideal candidate will possess excellent organizational skills, be able to multitask in a fast-paced environment, have excellent written and verbal communication skills, and a professional demeanor. The incumbent should be able to maintain sensitivity with confidential information, and possess proficiency in Microsoft Word, Excel, and Outlook.

The University of Arizona College of Medicine - Phoenix anchors the 28-acre Phoenix Bioscience Core in the heart of the Valley of the Sun. The College inspires and trains individuals to become exemplary physicians, scientists and leaders who are life-long learners and inquisitive scholars. The Phoenix Biomedical Campus embodies the University's priorities of engagement, partnership, innovation, and synergy in its world-class academic and research initiatives, with clinical facilities throughout Greater Phoenix.

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.

Leadership Support:

• Assist in managing day-to-day administrative support operations of the department/office.
• Schedule and manage meetings with executive leaders from COM-P, UA, and partner hospitals (Banner, Dignity, HonorHealth, etc).
• Arrange meetings, conferences, and appointments for unit leadership as directed; make necessary travel reservations and itineraries.
• Manage all logistics for meetings, as directed (room reservations, technical support, food and beverages, parking arrangements, communication to participants, meeting minutes, etc.).
• Coordinate with the Office of Faculty Affairs and HR to facilitate faculty and staff recruitment and other committees as needed, under supervisor's direction.
• Schedule interviews and manage logistics for applicants.

Department Support:

• Prioritize workload, meetings, and appointments to meet work unit operations.

• Assist in the coordination and implementation of multiple projects.
• Recommend operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
• Resolve typical administrative/operational problems or situations impacting staff/faculty work unit, under supervisor direction.
• Work with appropriate administrative offices for website updates, as directed.

Financial Management Activities:

• Purchases & bill pay for department (p-card documentation, DV's travel & other reimbursements).
• Maintain finance filing systems as required.

General Office Operations:

• Compose confidential correspondence when required, as directed.
• Organize and file office documents as required (department inbox, phone lists, inventory, etc.).
• Coordinate business affairs, personnel matters, and may interpret department policies and procedures.
• Order department supplies.

Knowledge, Skills, and Abilities (KSAs):

• Knowledge of standard office policies and procedures.
• Skill in developing and maintaining good working relationships.
• Excellent written and verbal communication skills.
• Skill in basic math.
• Ability to problem solve and make decisions.
• Ability to effectively communicate.
• High degree of attention to detail.

• High school diploma or high school diploma equivalency is required.
• Minimum of five (5) years of relevant experience, or equivalent combination of education and work experience.

• Proficient in Microsoft Outlook Suite.
• Experience prioritizing multiple projects and achieving desired results and deadlines.
• Experience managing multiple calendars.

talent@arizona.edu

Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.

Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).