Division Administrative Coordinator, Department of Internal Medicine (College of Medicine - Phoenix)

Position Highlights

The Department of Internal Medicine seeks to hire an Administrative Operations Professional I to support the Vice Chair of Research for Internal Medicine. The main responsibilities of this position include, but are not limited to, calendar support, including coordination of research activities, such as organizing seminar series, and internal pilot project funding to establish collaborative research, as well as facilitating general financial transactions, such as travel reimbursements.

This position will be responsible for reviewing/integrating timely communications on behalf of their leader, coordinating projects, calendars, and systems between the University and the health system, to support the academic mission. A high degree of professionalism, organization, discretion, initiative, collaboration, and ability to follow instructions while using good judgment is expected. Skills are required in both oral and written communications, and computer proficiency in Microsoft Word, Excel, and Outlook is essential. This role requires handling sensitive and confidential reports, identifying solutions, and resolving administrative issues.

This position may have regular business in the Banner Health facility and is subject to occupational health screening requirements.

• Visa sponsorship is not available for this position.

Duties & Responsibilities

Leadership support:

• Assist in managing day-to-day administrative support operations of the Vice Chair.
• Schedule and manage meetings with executive leaders from COM-P, UA, and partner hospitals.
• Prioritize and arrange meetings, conferences and appointments for department leadership; make necessary travel reservations and itineraries; determine and prepare background materials needed.
• Prepare and design materials for meetings as directed.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty work unit.
• Manage all logistics for meetings (room reservations, technical support, food and beverages, parking arrangements, communication to participants, etc.)
• Coordinate with Office of Faculty Affairs and Human Resources to facilitate faculty and staff recruitments and other committees as needed, with direction.
• Schedule interviews and manage logistics for job applicants.

Department Support:

• Prioritize workload, meetings, and appointments to meet work unit operations. Assist in the coordination and implementation of multiple projects.
• Provide skilled support on a variety of strategic initiatives, including catalyst funding and seminar series, prepare program grant submissions with direction on organizing documents, tracking progress, action items.
• Evaluate and recommend operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty work unit.
• Work with appropriate administrative offices for website updates as required.

Financial Management Activities:

• Purchases & bill pay for department (P-card, Disbursement Vouchers, travel & other reimbursements).
• Maintain finance documentation as required.

General Office Operations:

• When directed, compose confidential correspondence when required.
• Organize and file office documents as required. (department inbox, phone lists, inventory, etc.)
• Coordinate business affairs, personnel matters and may interpret policies and procedures.
• Order supplies.
• Other duties as assigned.