Executive Assistant (Administrative Support Professional I)

Tucson, AZ
May 01, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Posting Number:



Medicine Administration

Department Website Link:



UAHS - Tucson


University of Arizona Health Sciences, Tucson, AZ USA

Position Highlights:

The College of Medicine –Tucson, Office of Diversity, Equity and Inclusion (COM-T ODEI) seeks to create an academic and working environment that embraces the COM-T mission and fosters Inclusive excellence. The Executive Assistant, ODEI is an experienced professional who understands the importance of harnessing the power of diversity and inclusion. The successful candidate will provide executive level administrative support to both the Vice Dean of DEI as well as the DEI team. Duties will be performed with moderate guidance and require general decision making skills to manage unexpected issues as they arise, based on experienced evaluation and interpretation as well as innovation and creativity. The successful candidate will perform specialized administrative or technical duties and collaborate on special projects and initiatives. Additional general administrative functions include communicating with internal and external stakeholders, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating complex calendars, composing correspondence and other documents, analyzing data, managing office budget and finances, coordinating travel arrangements, etc.

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 will work with executive leadership, clinical partner leadership (Banner), staff, faculty, and students, and will support various initiatives for creating an inclusive climate. The successful candidate will be a highly motivated self-starter who thrives in an environment of innovation and change, and has a strong sense of adaptability. Previous administrative experience, working with high level leadership and executives, will be essential. On a wider scale, the successful candidate will manage the coordination of national diversity lectures and local conferences/seminars under the guidance of the Vice Dean, as well as assist with Dean suite support as the need arises.

  • Oversee and direct administrative processes for Vice Dean (priority) and ODEI staff; maintain Vice Dean’s calendar; collaborate with Vice Dean’s team regularly regarding calendar/schedule needs; coordinate and schedule meetings for Vice Dean and ODEI staff; assist with preparing PowerPoint slides for presentations; prepare communications and compile requested information, and manage UA Vitae for Vice Dean.
  • Coordinate and provide necessary administrative support for meetings (e.g., room reservation, conference/video call set-up, agendas, minutes, handouts, reminders, etc.); maintain membership list of, and provide administrative support to various committees falling under ODEI; and assist in scheduling and providing administrative support to college-wide trainings.
  • Coordinate and process travel for ODEI team; coordinate and process payments, submit financial documents for expenditures; coordinate travel and reimbursements; manage ODEI budget; and order office supplies and any other materials (including promotional items) required by ODEI.
  • Support ODEI in working with students, faculty, and staff in coordinating events and initiatives that foster an inclusive climate; offer logistical support and day-of set up/breakdown of ODEI events; and support ODEI in activities that support recruitment and retention of students and faculty (i.e virtual recruitment fairs, etc).
  • Help update content on ODEI website and events calendar; assist with correspondence and announcements for the ODEI office, including management of phone calls/voicemails, and management of the office email account and distribution lists; assist with ODEI marketing and communications and submit print orders; and assist with document preparation, including formatting and printing.

Minimum Qualifications:

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

Preferred Qualifications:

* Master's in higher education or business preferred. * Excellent communications skills. * Advanced computer skills in Microsoft Office including Word, Excel, and PowerPoint. * Experience in Internet communications / organizing virtual meeting platforms Zoom and Microsoft Teams.* Experience in using remote devices to access and manage information.* Previous experience working in a university environment.* Extensive experience with scheduling at the department head and director level.* Ability to problem solve and make decisions.* Demonstrated ability to develop and maintain good working relationships with others and be a team player.* An understanding of and commitment to maintaining confidentiality with regard to sensitive information.* An understanding of and commitment to maintaining formal reporting lines.



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:


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:

Jerie Schulz | [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 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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