Administrative Associate - Department of Surgery

Position Highlights

The Department of Surgery is seeking a skilled Administrative Support Assistant III who is ready for their next career move. This individual will proactively seek opportunities to provide support and implement improvements that benefit the Surgical Oncology Division.

The ideal candidate will possess excellent organizational skills, be able to multitask in a fast-paced environment, have strong written and verbal communication skills, and maintain a professional demeanor. Also, the incumbent should be able to maintain sensitivity with confidential information, and possess computer proficiency in Microsoft Word, Excel, and Outlook.

Visa sponsorship is not available for this positions.

Duties & Responsibilities

Provide administrative support to the Division of Surgical Oncology Faculty:

• Manage daily calendars for section faculty; prioritize and arrange meetings and appointments assigned to faculty, coordinating the purchase of office equipment, and familiarizing new faculty members with policies.
• Preparation for meetings, presentations, and special events.
• Answers telephone and greet visitors giving general information in response to inquiries.
• Prepare and process travel, expense reimbursements, shop catalogs orders, Pcard reconciliation transactions, purchase orders, disbursement vouchers, and other financial transactions, documents, and forms.
• Collaborate with Division administrative staff to ensure appropriate cross-coverage.
• Attend training and development workshops as necessary.
• Transcribe and compose letters and correspondence from rough draft, corrects grammar, spelling and punctuation errors; edits wording without changing intended message.
• Assist faculty with formatting of Curriculum Vitae for Promotion and Tenure packets and transfer of information to Faculty Portfolio.
• Maintain office equipment and orders office supplies as needed.
• Coordinate weekly/monthly/ad hoc meetings, including room reservations, catering and special equipment requests.
• Coordinate physician's availability for assigned call schedules; create and distribute call schedules to physicians, hospital staff and residents; enter call schedule into QGenda.
• Coordinate weekly tumor board cases, including case collection, organization, and meeting logistics.
• Coordinate and manage recruitment visits for faculty and Advanced Practice Providers (APPs), including arranging travel logistics and developing comprehensive, stakeholder-aligned itineraries.
• Coordinate with on boarding committee regarding new faculty and staff hires into the Division of Surgical Oncology. This may include relocation services, UA moving guidelines and familiarizing new faculty members with policies.