Executive Assistant, Endocrine Surgery and Trauma (College of Medicine-Phoenix)
The University of Arizona College of Medicine-Phoenix, Department of Surgery invites YOU to join our team. This team member will provide the highest level of complex administrative support to the Department, and Division leaders located on the Banner University Medical Center- Phoenix campus (B-UMCP). This position will be responsible for reviewing/integrating timely communications on behalf of their leaders, coordinating projects, preparing administrative documents, reviewing, reconciling and monitoring multiple calendars between the University and the health system.
Responsibilities include the strong ability to organize complex schedules through prioritization and open communication with clinical and administrative personnel. Strong time-management skills are required to track progress of projects and ensure timely and efficient completion of tasks. The ideal candidate will be able to adapt and flex their support based on the needs of the department, the division and individual faculty members.
A high degree of professionalism, organization, discretion, initiative, collaboration and ability to follow instructions while using good judgment is expected. Skill is required in both oral and written communications, and computer proficiency in Microsoft Word, Excel, and Outlook is essential.
This position requires the handling of sensitive and confidential reports, as well as identifying solutions and resolving administrative problems.
Working Conditions: This position will have regular business in the Banner Health facility and is subject to occupational health screening requirements.
The University of Arizona College of Medicine – Phoenixanchors the 28-acre Phoenix Biomedical Campus in the heart of the Valley of theSun. The College inspires and trains individuals to become exemplaryphysicians, scientists and leaders who are life-long learners and inquisitivescholars. We embrace professionalism, innovation and collaboration to optimizehealth and health care for all. The Phoenix Biomedical Campus embodies theUniversity’s priorities of engagement, partnership, innovation, and synergy inits world-class academic and research initiatives, with clinical facilitiesthroughout Greater Phoenix. The campus also houses the UA Colleges of PublicHealth, Pharmacy, and Nursing, as well as Northern Arizona University’s Collegeof Health and Human Services, the Translational Genomics Research Institute(TGen) and the International Genomics Consortium.
Outstanding UAbenefits include health, dental, and vision insurance plans; life insurance anddisability programs; paid vacation, sick leave, and holidays; UA/ASU/NAUtuition reduction for the employee and qualified family members; stateretirement plan; access to UA recreation and cultural activities; and more!
Duties & Responsibilities
Asa cost-saving measure related to the impact of COVID-19, Furlough andFurlough-Based Salary Programs have been approved by the Arizona Board ofRegents. All new hires subject to the programs will be notified in accordancewith adopted Furlough and Furlough-Based Salary Programs guidelines and will berequired to comply with all measures. To learn more about the programs andwhether this position is affected, please visithr.arizona.edu/FY-2020-2021-Furlough-Program.
- Perform a variety of administrative tasks for faculty members and supervisor(s); Open and review all incoming mail; answer inquires and compose correspondence on own initiative relative to general and technical matters in accordance with established guidelines; Screen phone calls and visitors, directing to appropriate staff or department when necessary.
- Effectively engage in departmental and divisional problem resolution within the scope of the position.
- Prepare or direct preparation of minutes, notices, manuals, agendas and correspondence with supporting documentation.
- Research, summarize and analyze information by performing simple analysis of faculty purchases using budgetary spreadsheets.
- Organize, prepare and process purchases and reimbursements for faculty members.
- Implement new process or workflow procedures, or practices made by supervisor and/or faculty at meetings and conferences.
- Assist faculty with time reporting documents and electronic submission.
- Plan and arrange conferences or meetings under general instructions from supervisor; communicate arrangements to appropriate individuals.
- Creates correspondence, reports or other documents from faculty members; finalize written documents using correct grammar, spelling, and punctuation while maintaining the integrity of the message.
- Organization of electronic and paper files and documents; photocopying, scanning, printing and filing.
- Maintain complex calendar(s) and email accounts, regularly prioritizing and arranging meetings, conferences and appointments; assuring accuracy on separates calendar programs.
- Facilitate and monitor faculty licensure for various clinical applications.
- May assist with coordinate faculty recruitment through the development of itineraries, coordination of lodging, scheduling of interviews and onboarding processes for bi-campus membership.
- May assistwith the daily operations of the division(s).
- Applies policies and guidelines to carry outthe unit's mission.
- Minimum of 3 years of relevant work experience is typically required.
- Bachelor's degree or equivalent advanced learning attained through professional level experience required.
College of Medicine-Phoenix, Office of Human Resources
The University of Arizona has currently adopted a remote working environment in accordance with guidelines recommended by the CDC. Until further notice, interviews for this position will be conducted remotely.
Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.
Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).
References: Please list 3 professional references including address, title, phone and email address.Diversity StatementAt 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 an 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 AmeriCorps, 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.