Executive Assistant, Clinical Departments (College of Medicine-Phoenix)

Position Highlights

The College of Medicine - Phoenix is seeking an experienced Administrative Support Professional who is ready for their next career move. This position will work closely with Senior Leadership (Chair/Chief/Director), Department Administrator, Senior Executives, faculty, and staff of the assigned clinical departments, helping them manage their educational, clinical, and research missions. The ideal candidate will possess excellent organizational skills, the ability to multitask in a fast-paced environment, strong written and verbal communication skills, and 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 position.

Duties & Responsibilities

Leadership support:

• Assist in managing day-to-day administrative support operations of the department/office.
• 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, and take meeting minutes.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty units.
• 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, with direction. (such as 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 units.
• 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:

• Compose confidential correspondence when required, as directed.
• 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.