Executive Assistant, Department of Dermatology; College of Medicine-Phoenix

Executive Assistant, Department of Dermatology (College of Medicine-Phoenix)

Posting Number: req
25231

Department: COM Phx Dermatology

Department Website Link: College of Medicine-Phoenix

Location: Greater Phoenix Area

Address: 475 N. 5th St, Phoenix, AZ 85000 USA

The Executive Assistant is an essential member of the Department of Dermatology. We are seeking a highly organized and proactive individual to support office leadership with day-to-day operations and administrative tasks. This role involves managing schedules, coordinating meetings, handling internal communications, and overseeing routine office functions. A component of the position includes assisting with finance-related paperwork, such as purchasing, invoice processing, and travel arrangements.

The ideal candidate is detail-oriented, resourceful, and able to maintain confidentiality while thriving in a fast-paced, dynamic environment. This role will also offer administrative support to the Department of Basic Medical Sciences.

Outstanding U of A 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; state retirement plan; 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 relocation services, please .

• Provide general office support to ensure the smooth running of day-to-day operations.
• Manage daily calendar and schedule for office leadership, including meetings, travel and appointments.
• Coordinate internal and external meetings, prepare agendas and ensure timely follow‑up on action items.
• Act as a liaison between the office and staff, faculty, leaders or other stakeholders, ensuring clear and professional communication.
• Prepare, review and process financial documents, such as reimbursements, p‑card reconciliation, travel authorizations and invoice processing, in accordance with institutional policies; maintain accurate financial records.
• Perform general administrative duties, including document preparation, data entry and file management.
• Support office operations by ordering supplies, maintaining records and ensuring compliance with institutional policies.
• Monitor office expenditures for office‑related needs.
• Draft, format and proofread emails, reports, presentations and confidential letters on behalf of office leadership.
• Handle sensitive and confidential information with discretion and always maintain a high level of professionalism while ensuring compliance with institutional policies.

• Coordinate complex scheduling for faculty meetings and other college‑level events, including preparation of agendas and meeting materials and manage all logistics (e.g., communication, room reservations, technical support, food/beverages, parking, etc.).
• Monitor project timelines and assist in coordinating team tasks and deliverables.
• Provide skilled support on strategic initiatives (e.g., organizing documents, tracking progress, action items, etc.) to meet needs of Provost's Office, ABOR, LCME, etc.
• Support shared governance committees, as needed, which includes managing meeting schedule, agenda, minutes, annual report and other communication.
• Assist recruitment efforts with list generating for outreach efforts.
• Provide administrative support to an academic journal as well as the office's quarterly newsletter.
• Monitor procedural standardization, which may include annual review of department web pages, standard operating procedures, templates, guides and policies.
• Evaluate and recommend operational changes within office to ensure effectiveness and compliance with institutional policies and regulations.
• Assist in annual projects and regular data maintenance.

• Facilitate record keeping in compliance with institutional guidelines and follow archival record keeping practices.
• Work with other business units (e.g., finance, HR, etc.) to understand and…