"Administrative Support Professional II (College of Medicine-Phoenix)"

Position Highlights

The Executive Assistant II will provide high-level administrative support to the Dean, College of Medicine, Phoenix. Reporting to the Chief of Staff, this role manages day-to-day inquiries and office operations for the Dean's office. This individual will be highly organized, able to multitask in high-traffic areas, and will be responsible for triaging e-mail, written, telephone, and in-person communications, seeking the input and guidance of the Dean, Chief of Staff, and Vice Deans as indicated. The Executive Assistant II will manage calendars, research and prepare special reports, coordinate departmental meetings, prepare meeting agendas, and take minutes, tracking action items to completion. The Executive Assistant must be detail-oriented, have excellent writing, editing, and spelling skills to assist with correspondence and drafting communications.

Outstanding U of A 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 retirement plan; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities

• Track and maintain Dean's (and others as assigned) calendar and coordinate scheduling of complex meetings; includes providing reminders to Dean regarding schedule and appointments.
• Proactively anticipate and identify needs and assemble the right team and resources to assist the Dean's office in resolving issues and coordinating initiatives.
• Responsible for travel arrangements and itineraries for the Dean's office, as well as manage travel and itineraries for visiting faculty e.g. physician recruits, visiting professors, etc.
• Prepare agendas, executive summaries, presentations and other appropriate materials for meetings.
• Handle confidential information which could have immediate negative impact on campus operations, performance, or value if shared beyond its intended audience.
• Attend ongoing training for procurement, travel, Foundation classes to keep abreast of all new rules or directives from these departments to ensure the COM-P Dean's office is up to date and in compliance with UA and Foundation policies.
• Provide assistance to the Dean's office, Vice Deans, Faculty and outside organizations as needed.
• Act as a liaison to other programs, departments, or agencies providing guidance and necessary correspondence.
• Organize, edit, and develop program/presentation materials, detailed handout materials, and maintain intricate tracking of projects, assignments and due dates for events and projects for the office.
• Manage departmental phone inquiries, distribute mail, maintain the conference room calendar, update email distribution lists, track office supply inventory, and address issues as needed.
• Handle incoming calls and assist visitors, triaging requests as needed and relaying messages to the Dean and other relevant personnel.
• Serve as back up for other support staff positions, as assigned by Chief of Staff.
• Assist with special projects and other duties supporting the overall mission as assigned.
• Coordinate office activities and operations to secure efficiency and compliance with all UA/UA COM-P policies.
• Oversee and problem solve issues with the COM-P Dean's office suite including ancillary departments.

Knowledge, Skills & Abilities:

• Excellent verbal and written communication skills demonstrating high levels of emotional intelligence.
• Ability to convey accurate, complete information and maintain strict confidentiality when required.
• Proficient in Microsoft Office, Word, Excel, and PowerPoint.
• Demonstrated professional and friendly demeanor interacting with diverse individuals.
• Ability to interact with and assist the public in a professional, courteous, and service-oriented manner.

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

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Three (3) years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Cutting-edge skills utilizing organizational software such as OneNote, Adobe Suite, database development and management skills, and SAP experience.
• Professional caliber social media communications and experience with SharePoint.
• Experience with building and maintaining positive working relationships with coworkers, leadership, and cross-functional departments.
• Commitment to the Core Concepts of Patient and Family Centered Care and adherence to organizational conduct standards and guidelines.
• Experience in providing exceptional customer service while effectively assisting both internal and external stakeholders.

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:

$28.56 - $35.70

Compensation Type:

hourly rate

Grade

8

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

PC2

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

College of Medicine-Phoenix, Office of Human Resources
HR-PHX@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).

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.