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Executive Assistant

4 months ago

Tucson, United States University of Arizona Full time

**Posting Number**
- req19670**Department**
- Medicine Administration**Department Website Link**Location**
- University of Arizona Health Sciences**Address**
- 1501 N. Campbell Avenue, Tucson, AZ 85724 USA**Position Highlights**

**Please Note: This posting has been updated to reflect multiple vacancies.**

The College of Medicine-Tucson Medicine Administration is seeking to fill an Executive Assistant role. The Executive Assistant (EA) will manage the daily activities of either the Vice Dean of Research and Graduate Studies, or the Deputy Dean, Finance and Business Affairs and Assistant Dean of Financial Affairs. As an extension of the Executive Deans, EAs are often sought as a valuable resource and serve as the "go-to" person for their assigned leadership at the College of Medicine-Tucson within the Dean's Suite.

The incumbent must be able to accomplish multiple tasks in a fast-moving, professional environment. In addition, the EA must be able to focus in a work environment that resides within an open and shared area, with the ability to maintain a high-level of confidentiality.
- Outstanding UA 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; retirement plans; access to UA recreation and cultural activities; and more_

The University of Arizona has been recognized for our innovative work-life programs.

**Duties & Responsibilities**
- Coordinate travel arrangements, which includes making hotel reservations, booking flights, paying for conference registration fees, and processing travel authorizations and travel expense reports.
- Process various transactions such as paying vendors, processing disbursement vouchers, and completing purchasing card forms.
- Manage the Executives' calendars which includes prioritizing meetings and assuring the executives are properly prepared for each meeting and/or event.
- Assist with events and projects as needed.
- Coordinate with other University offices and colleges regarding various projects as a point of administrative contact for the College of Medicine-Tucson.
- Coordinate, track, and provide reporting to leaders on assigned projects.
- Assist with proper routing of documents and forms.
- Retrieve, understand, and analyze reports from UA Analytics.
- Prepare meeting rooms for the Executives, including zoom set-up, ordering food, setting out agendas, taking meeting minutes, and following up on action items.
- Provide administrative support to various committees. This may entail speaker coordination, administratively supporting subcommittees, scheduling follow-up meetings, and drafting response letters to related to meeting action items.
- Provide administrative support on purchasing items including placing orders, processing payments, etc.
- Communicate with UA internal and external partners such as other UA departments, the Veteran's Affairs (VA) and Banner.
- Assist in website maintenance for assigned area.
- Analyze administrative and operational functions, review policy and procedure systems for efficiency, and implement appropriate changes and system improvements.
- Interpret and ensure compliance with University and outside agency rules, regulations, policies, and procedures.
- Operate the College golf cart to provide service to the Executives around the UA campus. This will require completion of applicable golf cart training.
- Work with the Executives' home departments to assure they are current on credentials, training, etc., to maintain an active clinical practice.
- Maintain Executives' CVs in UA Vitae.
- Assist with projects and tasks as assigned including data entry and drafting of written communication on behalf of the Executive.

**Knowledge, Skills, and Abilities**
- Knowledge of UA Analytics and OnCore.
- Ability to critically analyze data.

**Minimum Qualifications**
- Bachelor's degree or equivalent advanced learning attained through experience are required.
- One (1) year of relevant work experience is required.

**Preferred Qualifications**
- Prior experience working within an Administrative, Research and/or Medical School setting.

**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 **Grade Range Minimum, Midpoint, and Maximum Fields** listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Tot