Administrative Support Assistant III, Basic Medical Sciences Department(College of Medicine-Phoenix)

Administrative Support Assistant III, Basic Medical Sciences Department(College of Medicine-Phoenix)

Company:
The University of Arizona

Job Location:
Tucson, 85724

Category:
Administrative Assistants

Type:
Full-Time

Posting Number: req25448

Department: COM Phx Basic Medical Sci

Location: Greater Phoenix Area

Address: 475 N. 5th St., Phoenix, AZ 85004 USA

Position Highlights

The Basic Medical Sciences Department seeks to hire an Administrative Support Assistant III to support the faculty and staff. The main responsibilities of this position include, but are not limited to, calendar support and processing financial transactions such as travel reimbursements, disbursement vouchers, and reconciling purchasing cards; attending faculty meetings taking notes and preparing minutes; assist with planning of seminar speakers itinerary and travel arrangements, and assist with planning of department events and assist the Executive Admin to the Chair for the department.

The University of Arizona College of Medicine - Phoenix anchors the 28-acre Phoenix Bioscience Core in the heart of the Valley of the Sun. The College inspires and trains individuals to become exemplary physicians, scientists and leaders who are life-long learners and inquisitive scholars. The Phoenix Biomedical Campus embodies the University's priorities of engagement, partnership, innovation, and synergy in its world-class academic and research initiatives, with clinical facilities throughout Greater Phoenix.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A 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

• Maintain calendars of two high level roles and regularly prioritizing meetings and appointments.
• Prepare background information required for the meetings and appointments.
• Assist in scheduling meetings for the team at-large. Meetings will be with both internal and external stakeholders.
• Organize meetings for the BMS Department.
• Reconcile department purchasing card transactions on a daily basis, ensuring proper documentation is provided.
• Assist financial analysts with financial transactions as requested.
• Process expense and travel reimbursements for department employees.
• Assist with planning of seminar speakers visits and faculty recruitment when needed.
• Prepare campus meeting itineraries; make travel arrangements for the speaker/candidate; coordinate lunch ordering, and process any reimbursements to faculty and/or speaker/candidate.

Knowledge, Skills & Abilities:

• Effective verbal and written communication; ability to communicate with different groups and individuals, both internal and external to University of Arizona
• Ability to handle multiple, competing deadlines for meetings
• Flexible and adaptable to the department's growing and changing needs
• Ability to work independently
• Demonstrated ability to quickly learn new programs and systems.
• Knowledge of Microsoft suite, Box, and Zoom

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Experience with University of Arizona's financial policies and procedures, particularly with regard to purchasing and travel.

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: $20.33-$25.41

Compensation Type: hourly rate

Grade 5

Compensation Guidance
The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.
The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level OC3

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

Contact Information for Candidates
Office of Talent Acquisition
talent@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Special Instructions to Applicant
Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.
Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).