Administrative Associate

Tucson, AZ
Nov 17, 2020
Institution Type
Four-Year Institution
Posting Number:



COM Academic Affairs

Department Website Link:


UAHS - Tucson


University of Arizona Health Sciences, Tucson, AZ 85724 USA

Position Highlights:

This position is the first point of contact to the College of Medicine's Graduate Medical Education (GME) Office and is to perform advanced administrative support unique to the University's central GME Office. This position interacts with a diverse population including resident and fellow physicians, faculty, staff, affiliated institutions, and the general public. As well as The University of Arizona and Banner leadership. The position provides administrative support to the Senior Associate Dean and Executive Director of GME. This position handles problems and non-routine situations by determining the approach or action to take and interpreting guidelines, procedures, policies and practices. Assists with business affairs, prepares financial documents, investigates, evaluates and resolves administrative/operational issues or situations.

Outstanding UA 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 and optional retirement plans; 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 relocations services, please click here.

As a cost-saving measure related to the impact of COVID-19, Furlough and Furlough-Based Salary Programs have been approved by the Arizona Board of Regents. All new hires subject to the programs will be notified in accordance with adopted Furlough and Furlough-Based Salary Programs guidelines and will be required to comply with all measures. To learn more about the programs and whether this position is affected, please visit

Duties & Responsibilities:

  • Coordinating and monitoring all training, claims, and malpractice verification requests that are received for all current and former resident and fellow physicians. Verifying with the Arizona Department of Administration (AZDOA), and composing and editing the correspondence to the various credentialing entities.
  • Coordinating and managing the annual Excellence & Leadership Research Scholarships. Managing the financial process of the scholarship winners.
  • Prepare the GME National Census (GME Track & FREIDA Surveys). This is a resident database and tracking system used nationally. It is composed of two components: the Resident Survey and the Program Survey. The data requires annual confirmation.
  • Assist GME Data Manager with coordination and monitoring of onboarding for incoming, rotating, and transferring residents and fellows. Including utilization of the assigned checklists in New Innovations. Assist GME Coordinator with resident visas as requested. Coordinate and monitor resident meal cards during on-boarding.
  • Prepare and submit disbursement vouchers and all necessary documents for reimbursement processing, P-card transactions, travel authorizations and expense reports. Analyze account information and compose the requested reports for the Executive Director of GME.
  • Maintain the calendar of the Senior Associate Dean and the Executive Director of GME and arrange meetings, conferences and appointments. Arrange necessary travel reservations and itineraries, anticipate and prepare background materials as needed. Prepare and submit reimbursement documents.
  • General office duties to include, answering phones, distributing mail, screening phone calls and directing to the appropriate staff or department when necessary. Provide information requiring comprehensive knowledge, interpret departmental policies, procedures or operations and advise departmental personnel. Assist with material preparation for assigned meetings and presentations. Participate in meetings and conferences pertinent to area of responsibility.

Minimum Qualifications:

  • High school diploma or equivalent, or equivalent learning attained through experience required.
  • 5 years of relevant experience required.

Preferred Qualifications:

*Demonstrated ability to manage and prioritize tasks; organize all areas including information, work flow, and work environment. *Ability to conduct and summarize research from multiple sources including the internet. *Ability to problem solve, work independently and take initiative to accomplish necessary tasks. *Experience in an executive office setting. *Possess strong analytical thinking, writing and editing skills. * Demonstrated ability in communication skills; ability to listen carefully, demonstrate proficient writing abilities, and ability to be an effective oral communicator. *Demonstrated ability to work collaboratively with diverse individuals and entities. *Ability to work independently and as part of a team. *Demonstrated proficient ability in the use of personal computers and software including Microsoft Word, Excel, PowerPoint and Outlook; demonstrated proficiency in word processing techniques. *Ability in the operation and maintenance of standard office equipment including a computer, fax machine, scanner, copier, printer and other office-related equipment. *Knowledge of administrative structures, policies and regulations at the University of Arizona. *Familiarity of University systems, including UAccess.



Full Time/Part Time:

Full Time

Number of Hours Worked per Week:


Job FTE:


Work Calendar:


Job Category:

Organizational Administration

Benefits Eligible:

Yes - Full Benefits

Rate of Pay:

$19.23 - $22.12

Compensation Type:

hourly rate



Career Stream and Level:


Job Family:

Administrative Support

Job Function:

Organizational Administration

Type of criminal background check required::

Name-based criminal background check (non-security sensitive)

Number of Vacancies:


Target Hire Date:

Expected End Date:

Contact Information for Candidates:

Richard Chavez - [email protected]

Open Date:


Open Until Filled:


Documents Needed to Apply:

Resume and Cover Letter

Special Instructions to Applicant:

Diversity Statement:

At 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.

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