Executive Assistant (Administrative Support Professional I)

Location
Tucson, AZ
Posted
Apr 14, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Posting Number:

req4905

Department:

Curricular Affairs

Department Website Link:

https://medicine.arizona.edu/education/curricular-affairs

Location:

UAHS - Tucson

Address:

University of Arizona Health Sciences, Tucson, AZ USA

Position Highlights:

This position requires the incumbent to autonomously coordinate specialized administrative functions to support the Associate Dean of Curricular Affairs, 16 staff members and five sub-units with varied assistance including managing budgets, business affairs, personnel matters, travel, technology, internal/external communications, and interpreting policies and procedures. Such functions call upon incumbent to perform independently, and use initiative, innovation and creativity on behalf of the department. Decision-making and signature authority are typically fully-delegated to this level and rarely require supervisory review. Incumbent regularly resolves politically sensitive problems which impact the university internally and externally, and does so with a high degree of discretion and professionalism. Incumbent must also assist and coordinate the work activities of faculty/staff/student employees, apply analytical and problem solving techniques with use of good judgment, and maintain aptitude in setting priorities and handling multiple projects with a high degree of professionalism, organization and discretion.

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.

Duties & Responsibilities:

This position also requires serving as coordinator or co-chair of special projects, and programs, representing the College of Medicine and Curricular Affairs at special events, serving as a resource representative at governance meetings, and is the primary interface between all College of Medicine faculty and the Curricular Affairs Office with its many units.

  • Conduct administrative and operationalfunctions for the Curricular Affairs department and the sub-units: MedicalHumanities, CUP, RHPP, MD-MPH, Doctor & Patient, Student Development aswell as AMES, and dual degree programs.
  • Review and implement policies andprocedure systems for efficiency and correctness including on-line filemanagement, website design/content, and office practices.
  • Interpret, issue and implementuniversity and outside agency rules, regulations, policies and procedures.
  • Point of contact for CurricularAffairs' management and internal/external requests for information; resolvepolitically sensitive issues requiring confidentiality and discretion.
  • Compose and prepare presentationmaterials, documents, correspondence, and announcements.
  • Maintain daily calendars and prioritizeactivities of Associate Dean. Schedulemeetings with internal/external entities.
  • Engage stakeholders from varieddepartments, including COM leadership, Student Affairs, Special Events, HumanResources, Information Technology, Facilities, BioCom, Finance.
  • Coordinate the administration ofCollege of Medicine governance meetings, including TEPC, TCMS, TCCS, and SPC meetings,act as department representative, set and issue agendas, record meetings, andaccurately produce and issue meeting minutes.
  • Provide professional assistance tostudents, faculty, staff and external clients with requests, information andtroubleshooting.
    Function as building DAC administratorfor CatCard access.
  • Collect and analyze data, and generatereports to help create/determine time frames for institutional surveys formedical students, facilitators and instructors.
  • Manage department-wide travelarrangements, including approvals, signatures, financial paperwork,reimbursements, and hotel/flight/transportation; create itineraries anddistribute travel packages.
  • Plan and coordinate office renovationsand equipment.
  • Initiate, plan and execute SpecialProjects for Curricular Affairs, and collaborate and assist with other COM andUAHS events. Serve as Representative on behalf of the Curricular AffairsDepartment at internal/external events and special projects.
  • Provide assistance for College ofMedicine LCME Limited Survey Visit, and for the University of Arizona HigherLearning Commission accreditation process.
  • Prepare background, publicity,promotional, and program materials, coordinate details, arrange speakers forsuch events as Medical Education Research Day, Interprofessional CurriculumCommittee and Disabilities IPE Event.
  • Represent Curricular Affairs and assistSpecial Events Director with other College of Medicine events including theDistinction Track Ceremony, Medical Humanities, College of Medicine Graduation,Speaker Lectures, White Coat Ceremony.
  • Direct the preparation ofadministrative and financial reports for Curricular Affairs and its sub-unitsat the College of Medicine; analyze and interpret information; compile andanalyzes data; make recommendations and implement improvements in cost-controlpractices.
  • Reconcile monthly accounting reports;prepare all Curricular Affairs department and sub-units' yearly operatingbudgets in close collaboration with the Associate Dean and Office of FinancialAffairs; generate special dispensation budget requests.
  • Manage and control expenditures withinunit budgets; determine funding sources; analyze financial feasibility and planfor capital equipment upgrades and improvements for department.
  • Conduct all business transactionsincluding supply and equipment procurement, parking transactions, and moreusing UAccess PCard and DV payment systems.
  • Serve as lead departmentalrepresentative for recruitment and hiring of all staff and related departmentpositions, including processing forms, managing postings, collection and reviewof applicants, scheduling and participating in interviews, and hiringprocedures.
  • Create and maintain department trainingmanual; provide new employee on-boarding training.
  • Manage coordination of yearly staffperformance evaluations, retention, promotions, increases, dismissals, andretirements. Assist with writingjustification letters.
  • Serve as Curricular Affairs departmentpayroll time coordinator.
  • Provide problem solving and managerialtechniques while giving general support to block coordinators, clerkshipcoordinators and other office administration for unit operations.
  • Manage and collaborate on variousspecial projects for AMES, CUP, MD-MPH, RHPP (such as Tree Blessing Ceremony,Willed Body Program, program recruitment meetings) while providing generaladministration supervision.
  • Coordinate focus groups forPre-Clerkships, Clerkships, and Exam Review Subcommittee.

Minimum Qualifications:

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

Preferred Qualifications:

*Prefer knowledge of UA Access, including Manager Self Service and Financials.*Excellent organizational skills a must.*Strong ability to multi-task.*Excellent customer service skills.*Advanced knowledge with Microsoft Office Suite.*Skilled in planning, analyzing and coordinating activities and establishing priorities.*Ability to work independently.*Ability to problem solve and make executive decisions.*Ability to handle stressful situations.*Ability to work effectively and efficiently in a fast pace work environment.*Ability to effectively communicate.

FLSA:

Non-Exempt

Full Time/Part Time:

Full Time

Number of Hours Worked per Week:

40

Job FTE:

1.0

Work Calendar:

Fiscal

Job Category:

Organizational Administration

Benefits Eligible:

Yes - Full Benefits

Rate of Pay:

DOE

Compensation Type:

hourly rate

Grade:

7

Career Stream and Level:

PC1

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:

1

Target Hire Date:

Expected End Date:

Contact Information for Candidates:

Jerie Schulz | [email protected]

Open Date:

4/12/2021

Open Until Filled:

Yes

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 and a Native American/Alaska Native-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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