Executive Assistant , Research Office; College of Medicine - Phoenix

Executive Assistant I, Research Office (College of Medicine - Phoenix)

The Research Office seeks to hire an Executive Assistant I to support the Research Office leadership team and the day-to-day operations of the office. The main responsibilities of this position include, but are not limited to, multiple calendar support, meeting coordination, including logistical meeting support, processing financial transactions such as travel reimbursements, disbursement vouchers, and reconciling purchasing cards; attending meetings and taking notes and preparing minutes;

assisting with planning of seminar speakers' itinerary and travel arrangements, and assisting with planning of department events. The Research Office provides support to other departments/units as needed.

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!

• Assist in managing day-to-day administrative support of the office.
• Schedule and manage meetings with executive leaders from COM-P, UA, and partner hospitals.
• Prioritize and arrange meetings, conferences and appointments for department leadership; make necessary travel reservations and itineraries; determine and prepare background materials needed.
• Prepare and design materials for meetings as directed, and take meeting minutes.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty work unit.
• Manage all logistics for meetings (room reservations, technical support, food and beverages, parking arrangements, communication to participants, etc.).

• Prioritize workload, meetings, and appointments to meet work unit operations. Assist in the coordination and implementation of multiple projects.
• Provide skilled support on a variety of strategic initiatives, with direction (such as organizing documents, tracking progress, action items).
• Evaluate and recommend operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty work unit.
• Work with appropriate administrative offices for website updates as required.

• Purchases & bill pay for department (P-card, Disbursement Vouchers, travel & other reimbursements).
• Maintain finance documentation as required.
• Manage and travel arrangements, honorarium payment, etc. for guest speakers.

• 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 policies and procedures.
• Order supplies.

• Effective verbal and written communication; proficient in English composition, including grammar, spelling, and punctuation.
• Ability to communicate with different groups and individuals, both internal and external to University of Arizona.
• Demonstrated ability to build and maintain positive working relationships.
• Ability to handle multiple, competing deadlines for meetings while analyzing problems and making sound decisions.
• Flexible and adaptable to the department's growing and changing needs.
• Ability to work independently.
• Skilled in using personal computers and related software applications.
• Knowledge of Microsoft Outlook Suite.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through experience required.
• One year of relevant work experience may be required.

• Knowledge of University financial policies and procedures, particularly with regard to purchasing and travel.
• Experience with managing multiple calendars.
• High degree of flexibility.
• High degree of attention to detail.
• Excellent data entry skills.
• Excellent organizational skills.