Executive Assistant (Administrative Support Professional Ii), Academic Affairs (Phoenix)

Executive Assistant (Administrative Support Professional II), Academic Affairs (Phoenix)
Posting Number
req16094
Department
COM Phoenix Academic Affairs
Department Website Link
College of Medicine-Phoenix
Location
Greater Phoenix Area
Address
475 N. 5th St., Phoenix, AZ 85004 USA
Position Highlights
This is an exciting opportunity to become part of a fast-growing college! The College of Medicine - Phoenix is seeking an experienced Executive Assistant (Administrative Support Professional II) who is ready for their next career move in the Department of Academic Affairs. Reporting to the Senior Associate Dean for Academic Affairs, this position oversees and coordinates a variety of administrative functions related to the College of Medicine's education programs and its senior leadership. This position will be responsible coordinating projects, overseeing and directing administrative processes, preparing a variety of reports, and maintaining the calender for the Senior Associate Dean, Academic Affairs. The ideal candidate will possess excellent organizational skills, be able to multitask in a fast-paced environment, have excellent written and verbal communication skills, and a professional demeanor. Also, the incumbent should be able to maintain sensitivity with confidential information, and pose computer proficiency in Microsoft Word, Excel and Outlook.
The University of Arizona College of Medicine - Phoenix anchors the 28-acre Phoenix Biomedical Campus in the heart of the Valley of the Sun. The College inspires and trains individuals to become exemplary physicians, scientists and leaders who are life-long learners and inquisitive scholars. The Phoenix Biomedical Campus embodies the University's priorities of engagement, partnership, innovation, and synergy in its world-class academic and research initiatives, with clinical facilities throughout Greater Phoenix.
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; state and optional retirement plans; access to UA 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

• Execute a variety of projects in coordination with internal and external partners for all areas of Academic Affairs.
• Oversee and direct administrative processes for the Senior Associate Dean, Academic Affairs.
• Plan and carry out departmental meetings and functions in collaboration with leadership and department personnel.
• Work under the Senior Associate Dean to manage a variety of departmental administrative functions.
• Analyze and interpret information of various sorts; make and implement decisions as directed; compile and analyze data; and prepare special reports.
• Handle projects related to administrative and operational functions.
• Coordinate Academic Excellence Day activities.

• Assist with analyzing administrative and operational functions; review policies
  and procedures systems for efficiency; implement appropriate changes and system improvements.
• Maintain Academic Affairs handbook (departmental policies, SOPs).
• Interpret and implement university and outside agency rules, regulations, policies and procedures as directed.
• Respond to management and public requests for information and assist with resolving politically sensitive issues.

• Act as a liaison with internal and external groups/offices/constituents on behalf of the Senior Associate Dean. Serve as staff and resources person, and handle confidential and delicate matters related to personnel matters and business affairs.
• Interpret, and monitor information regarding operating policies and procedures.

• Determine priorities and coordinate daily activities by managing complex scheduling needs, including calendering.
• Coordinate travel for the Senior Associate Dean and team.
• Handle purchasing, and related PCard activities.
• Develop and write communications such as individual letters, brochures, or presentations on college or departmental matters.
• Maintain contact lists for departmental communications (e.g., listservs, email lists).

• Additional duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of administrative principles and practices.
• Skill in planning, analyzing and coordinating activities and establishing priorities.
• Skill in the use of personal computer/software.
• Ability to problem solve and make decisions.
• Ability to effectively communicate.
• Proven ability to exercise discretion in working with highly confidential and sensitive matters.
• Excellent communication skills and ability to work with a wide range of people at all levels of the organization.
• Skill utilizing statistical software to analyze data and experience in presenting data in various formats such as graphs is highly desirable.
• Strong organizational, analytical, and problem-solving abilities, including high degree of attention to detail.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of three (3) years of relevant work experience is required.

Preferred Qualifications
• Master's degree AND five years of directly related administrative experience.
• Experience working in higher education, preferably in medical or health professions education.
• Experience with prioritizing multiple projects and achieving desired results and deadlines.
• Advanced skills utilizing Microsoft Office Suite (Word, Excel, Teams, PowerPoint, etc.).
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
$26.38 - $34.46 per hour, Depending on experience
Compensation Type
hourly rate
Grade
8
Career Stream and Level
PC2
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
Target Hire Date
7/10/2023
Expected End Date
Contact Information for Candidates
College of Medicine-Phoenix, Office of Human Resources
HR-PHX@arizona.edu
Open Date
5/15/2023
Open Until Filled
Yes
Documents Needed to Apply
Resume and Cover Letter
Special Instructions to Applicant
Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.
Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).
Diversity Statement
At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.