"Division Administrative Coordinator, Department of Internal Medicine (Phoenix)"

Position Highlights

The Division Administrative Coordinator position (Admin Ops Pro II) is a critical role which supports the daily operations of multiple divisions to enhance academic effort in the Department of Internal Medicine. 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 are essential.

This position requires the handling of sensitive and confidential reports, as well as identifying solutions and resolving administrative problems. Working Conditions: This position will have regular business in the Banner Health facility and is subject to occupational health screening requirements.

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

Division Operations Management:

• Coordinates, schedules and monitors daily schedules for multiple Division Chiefs.
• Collaborate with faculty across multiple divisions to assist in the streamlining and monitoring of research and academic activities.
• Recommends improvement strategies for enhanced efficiencies for multiple divisions.
• Take ownership of faculty recruitment processes across divisions, including scheduling stakeholder meetings, drafting candidate itineraries, and organizing candidate logistics.
• Support and coordinate on-site interviews, working closely with search committees and candidates to ensure smooth experiences.

Financial Management:

• Assist in the preparation of budgets and exercise responsible financial management consistent with university policies.
• Monitor and control expenses across multiple divisions including p-card reconciliation, travel authorizations and disbursement vouchers for compliance and accuracy.
• Demonstrate working knowledge of fund types (e.g., general operating, grant gift, endowment, clinical revenue) and their allowable uses.
• Consult with finance, grants administration, or compliance offices when navigating ambiguous or high-risk transactions.
• Proactively flag and resolve potential funding conflicts or policy violations before submission.

Event Coordination:

• Manage and coordinate divisional grand rounds and other key academic events, handling scheduling, logistics and financial arrangements.
• Lead and coordinate UA student engagement initiatives across divisions.
• Oversee the planning and execution of divisional events such as symposiums and special occasions, managing invitations, speak communication, honorarium, and budget monitoring.
• Coordinate with internal team to produce promotional materials, newsletters, and digital content.
• Liaise with external partners and vendors for branded merchandise, advertising and sponsorships.

Knowledge, Skills & Abilities:

• Strong collaborator and relationship-builder, both internally and externally, with outstanding verbal and written communication skills.
• Self-started with the ability to take the initiative on projects
• Knowledge of organizational practices and policies.
• Skills in professional writing and editing.
• Ability to prioritize workload to meet deadlines.
• Proficiency in Microsoft Office programs.
• Ability to maintain confidentiality and safeguard information.
• Ability to work with academic and administration staff members and students.

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, and;
• Three (3) years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Expertise in managing multiple and competing demands/projects and delivering against aggressive goals.
• Previous experience supporting administrative leaders and programs in an academic medical center environment.