Executive Assistant, Clinical Departments; College of Medicine-Phoenix

Executive Assistant, Clinical Departments (College of Medicine-Phoenix)

The College of Medicine – Phoenix seeks an experienced Administrative Support Professional, ready for their next career move. This role works closely with senior leadership, department administrators, executives, faculty, and staff of assigned clinical departments to support educational, clinical, and research missions.

• Visa sponsorship is not available for this position.

• Health, dental, and vision insurance plans
• Life insurance and disability programs
• Paid vacation, sick leave, and holidays
• Tuition reduction for employee and eligible family members
• State retirement plan
• Access to University of Arizona recreation and cultural activities

• Leadership Support: Assist in managing day‑to‑day administrative operations of the department/office; schedule and manage meetings with executive leaders from COM-P, UA, and partner hospitals; prioritize and arrange meetings, conferences, and appointments; make travel reservations and itineraries; prepare background materials; prepare and design meeting materials and take minutes; investigate, evaluate, and resolve typical administrative/operational problems impacting staff/faculty units; manage all logistics for meetings (room reservations, technical support, food and beverages, parking arrangements, communication to participants);
  
  coordinate with Office of Faculty Affairs and Human Resources to facilitate faculty and staff recruitments and other committees as needed; schedule interviews and manage logistics for job applicants.
• Department Support: Prioritize workload, meetings, and appointments to meet work unit operations; assist in coordinating and implementing multiple projects; provide support on strategic initiatives (document organization, tracking progress, action items); evaluate and recommend operational changes to improve effectiveness and compliance with University policies; investigate, evaluate, and resolve administrative/operational problems; work with appropriate administrative offices for website updates as required.
• Financial Management
  
  Activities:
  
  Process purchases and bill pay for the department using P‑card, disbursement vouchers, travel reimbursements, and other reimbursements; maintain finance documentation as required.
• General Office Operations: Compose confidential correspondence as directed; organize and file office documents (department inbox, phone lists, inventory); coordinate business affairs and personnel matters; interpret policies and procedures; order supplies and perform other duties as assigned.
• Knowledge, Skills & Abilities: Ability to build and maintain positive working relationships; proficiency in English composition, grammar, spelling, and punctuation; competence in basic mathematical calculations; skilled in using personal computers and related software applications; proficiency in Microsoft Outlook Suite; analytical thinking and sound decision making; effective verbal and written communication.

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

• Experience prioritizing multiple projects and achieving desired results and deadlines.
• Experience managing multiple calendars.
• High degree of flexibility and attention to detail.
• Excellent data entry and organizational skills.
• Excellent organizational skills.
• Excellent data entry skills.