Administrative Associate, Family & Community Medicine

Administrative Associate, Family & Community Medicine

Position Highlights

The Department of Family and Community Medicine seeks an Administrative Associate to provide executive support to the department chair, front‑line customer service to department visitors, and assistance with financial documentation, travel arrangements, and related tasks. The successful candidate will demonstrate strong organizational skills and excellent verbal and written communication, and will thrive in a fast‑paced and multi‑tasked environment. We are seeking candidates with initiative, resourcefulness, sound judgment, ability to distinguish priorities, and who can work independently or in a group with minimal supervision.

This is a 40‑hour‑per‑week, in‑person position located off campus.

Outstanding University of Arizona benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; tuition reduction for the employee and qualified family members; retirement plans; and access to recreation and cultural activities.

• Manage calendar scheduling, meetings, and travel arrangements for the department chair.
• Answer telephone and greet visitors, providing general information.
• Maintain coverage of the business office’s reception desk.
• Manage the business office’s central email inbox, processing incoming requests or assigning them to team members as needed.
• Review and distribute incoming mail and parcel deliveries; prepare outgoing courier packages and coordinate drop‑off or pick‑up services.
• Draft, edit, and distribute general correspondence, meeting agendas, presentations, or reports.
• Support academic, clinical, and community initiatives.
• Prepare and process travel, expense reimbursements, shop catalog orders, PCard reconciliation, purchase orders, disbursement vouchers, and other financial transactions and documents.
• Check financial documents for accuracy, completeness, and compliance with university regulations.
• Prepare periodic financial reports, statements, and records to support the business office and meet with faculty investigators.
• Analyze complex information from operations and communication, and lay out information in reports and documents to enhance readability.
• Coordinate departmental employee and unit physical moves, including UITS lines, equipment, and furniture.
• Liaise with UAHS Planning and Facilities on pending projects.
• Manage renovations to department space, initiating project estimates, meeting with project managers, and seeing projects through completion.
• Coordinate moves of offices for both existing employees and new hires, including coordination with UITS for relocation of equipment and service lines.
• Serve as the Department Access Coordinator (DAC) and building manager for the department.
• Act as the primary point of contact for the UA Key Desk for relevant departments.
• Work with Amer‑X Security and in the DAC Portal to provide and remove building access for authorized personnel and adjust schedules as necessary.
• Submit repair service request orders to Facilities Management and follow up for completion.
• Reconcile the department’s Facilities Management account monthly.
• Oversee maintenance of conference room and parking pass calendars, and make room reservations for meetings as needed.
• Run departmental errands, making deliveries and picking up items from the main campus.
• Plan and coordinate in‑house events, including logistics, catering, and setup.
• Assist the Department Manager with faculty affairs processes (e.g., promotions and new faculty titles).
• Act as a resource for department leaders to ensure space, facility, shared research resources, and equipment needs are considered for both exiting employees and new hires.
• Submit surplus property requests for the department.
• Coordinate the departmental inventory process and update inventory files as needed.
• Communicate with UITS to provide updated account information for each inventory line and act as the main contact for UITS projects.
• Attend executive team meetings and prepare minutes for dissemination.
• Support the Faculty Annual Review process and maintain materials in UVItae.
• Perform general office work such as scanning, copying, faxing, filing, and keeping office files current and organized.

• High school diploma or equivalency required.
• Minimum of 5 years of relevant experience, or an equivalent combination of education and work experience.