"Executive Assistant, Department of Neurosurgery (Full-time)"

Executive Assistant, Department of Neurosurgery (Full-time)

Company:
The University of Arizona

Job Location:
Tucson, 85724

Category:
Executive Assistants

Type:
Full-Time

Posting Number: req24476

Department: Neurosurgery

Location: University of Arizona Health Sciences

Address: 1501 N. Campbell Avenue, Tucson, AZ 85724 USA

Position Highlights

This position will provide high-level executive support to the Department Head of Neurosurgery, managing their daily activities. These activities will include providing expert calendaring support, travel arrangements, and correspondence; preparing the conference room and documents for meetings; and providing financial transaction support for the Department Head of Neurosurgery and other faculty members within the department. The position will also serve as a liaison to the University and the College of Medicine partners. The successful candidate will demonstrate initiative, resourcefulness, high proficiency, and comfort in multitasking, as well as strong customer service skills and excellent oral and written communication skills.

• This is an in-office position, with the majority of the work being performed in-office and limited ability for a hybrid work arrangement.

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

Department Head and Unit Executive Support:

• Perform multifaceted executive responsibilities to support the department chair, faculty members, and the overall operations of the Department of Neurosurgery.
• Prepare and disseminate complex reports, presentations, and background materials for leadership and leadership meetings.
• Serve as the department Promotion and Tenure Coordinator.
• Serve as primary point of contact for internal and external customers, including addressing and resolving sensitive and confidential in-person and phone inquiries and concerns.
• Compile and create specialized unit correspondence, including memos, letters, contracts and proposals, based on specific Department of Neurosurgery knowledge and data. Edit and create agendas and minutes.
• Manage multiple calendars and appointment prioritization, schedule meetings.
• Coordinate travel arrangements and reimbursement, including but not limited to making hotel reservations, booking flights, paying for conference registration fees, etc.

Special Projects:

• Assist with external communications related to the department of Neurosurgery events and programs.
• Manage and create the department's newsletter, social media accounts, and website.

Financial:

• Process various financial transactions such as paying vendors and processing disbursements, including submission of the appropriate statements and documentation for UA, UA Foundation, PCard and FSO Compliance. Assists staff with purchases or financial processing as needed. Will serve as the primary point of contact for UA Accounts Payable.

Administrative Support:

• Collect, sort, and distribute mail, manage forms, handouts, and reference material; update as needed. Maintain various posting boards.
• Perform general office work such as scanning and making paper copies, faxing materials, filing, ensuring office files are current and organized, and ordering office supplies.

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

• Up to 1 year of relevant work experience may be required.
• Bachelor's degree or equivalent advanced learning attained through experience required.

Preferred Qualifications

• Experience in the healthcare industry.
• Experience within the University of Arizona in a similar or related role.
• Experience providing administrative support to high-level C Suite executives.

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: $25.50 - $31.87

Compensation Type: hourly rate

Grade
7

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
PC1

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
Angela Castillo | acastillo2@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

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.