Job Opportunities in United States
September 17, 2024
University of Arizona
Tucson
FULL TIME
Executive Assistant, University of Arizona Department of Medicine
Posting Number
req20604
Department
Medicine
Department Website Link
https://deptmedicine.arizona.edu/
Location
University of Arizona Health Sciences
Address
1501 N. Campbell Ave., Tucson, AZ 85724 USA
Position Highlights
The Department of Medicine is seeking a highly motivated professional to provide support to the Department Chair, Dr. James Liao, and the Chair's Office. The Executive Assistant (Administrative Support Professional I) position requires a high level of enthusiasm, superb confidentiality skills, and resourcefulness. The position requires one to have excellent verbal and written communication skills for working with stakeholders, and they must be extremely organized in maintaining documentation and information for the Department and Chair's Office. The position requires proficiency in scheduling and meeting platforms as the incumbent is responsible for the Department Chair's busy calendar.
Working outside of regular business hours may be needed, depending on the Department's mission.
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.
Working outside of regular business hours may be needed, depending on the Department's mission.
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.
Duties & Responsibilities
- Maintain the Chair's complex calendar, often using independent judgment when prioritizing or rearranging meetings.
- Work closely with other administrative assistants to schedule meetings, ensuring coverage for Chair's front office and triaging calls on multiple phone lines.
- Vet emails and alert Chair to deadlines and commitments.
- Facilitate smooth communication within the Department, the University, and external parties.
- Handle confidential and delicate matters related to personnel and business affairs within the Department.
- Organize all aspects of high-level candidate visits.
- Schedule, maintain, prepare and execute all aspects of meetings and conferences related to the Chair's Office, including but not limited to Leadership, General Faculty, etc., securing physical meeting space or meeting links via Zoom, Microsoft Teams or other web-based platforms.
- Create and edit meeting agendas and power points presentations, and take minutes as appropriate.
- Resolve politically sensitive operational issues daily, while maintaining confidentiality and employing independent judgment and decision making.
- Ensure patient records received in the office are sent to appropriate clinic/pharmacy.
- Compose confidential correspondence for Chair.
- Draft letters of recommendation for medical students, residents, fellows, collaborators etc., on the Chair's behalf.
- File and maintain documents in both physical and electronic folders for easy retrieval.
- Gather, compile, verify, analyze and prepare information for use in documents such as memos, letters, reports, speeches, presentations and news releases.
- Manage the Chair's national and international travel arrangements and proactively coordinate the various logistics needed, including but not limited to flights, lodging, ground transportation, registrations fees, agenda, visas, country information, conference materials, presentations and other updates.
- Prepare and submit various financial documents for the Chair's office including but not limited to travel authorizations and reimbursements, purchasing card documents, supply orders, and expense reimbursements.
- Act as back up to Grand Rounds Coordinator as needed, which includes arranging and managing weekly grand rounds and ensuring each division is providing speaker information ahead of time.
- Proficiency in Outlook, Microsoft Office Suite, and Zoom.
- Knowledge of office and administrative practices and procedures.
- Ability to problem solve and make decisions.
- Demonstrated effective verbal and written communication, excellent grammar, composition, and proofreading.
- Ability to work in a team-based environment.
- Ability to function well independently, setting priorities in a dynamic environment with frequent interruptions.
- Excellent organizational skills, ability to multi-task, meet deadlines, and manage competing priorities.
- Ability to work effectively with a diverse range of individuals.
Minimum Qualifications
- Bachelor's degree or equivalent advanced learning attained through experience required.
- One (1) year of relevant work experience is required.
- Ability to drive according to the University Fleet Safety Policy.
Preferred Qualifications
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 - $31.88
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.
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
1
Target Hire Date
Expected End Date
Contact Information for Candidates
Heather Hendrych | hhendrych@arizona.edu
Open Date
9/16/2024
Open Until Filled
Yes
Documents Needed to Apply
Resume and Cover Letter
Special Instructions to Applicant
If invited for an interview, please provide three professional references.
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 Ameri Corps, 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 cleryact@arizona.edu.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.
Latest Job Opportunities
October 29, 2024
Actalent
Lab Technician - Entry Level No Experience Needed
Windham
FULL TIME
View Details
October 29, 2024
Onsite Women's Health
Breast Imaging Support Specialist
Westport
FULL TIME
View Details
Similar Jobs
August 30, 2024
Commonwealth of Kentucky
Executive Advisor (Non-Merit)
Frankfort
FULL TIME
View Details
August 22, 2024
Australian Public Service Commission (APSC)
Executive Officer
Protection
View DetailsNew Jobs from This Company
October 25, 2024
University of Arizona
Specimen Management Coordinator I
Tucson
FULL TIME
View Details
September 16, 2024
University of Arizona
Administrative Support Assistant III (Pharmacy Administration)
Tucson
FULL TIME
View Details
September 16, 2024
University of Arizona
Scientific Analyst I, Department of Translational NeuroSciences (College of Medicine - Phoenix)
Phoenix
FULL TIME
View Details