Job Details

Executive Assistant, Department of Dermatology (College of Medicine-Phoenix)

The Executive Assistant is an essential member of the Department of Dermatology. We are seeking a highly organized and proactive individual to support office leadership with day-to-day operations and administrative tasks. This role involves managing schedules, coordinating meetings, handling internal communications, and overseeing routine office functions. A component of the position includes assisting with finance-related paperwork, such as purchasing, invoice processing, and travel arrangements. The ideal candidate is detail-oriented, resourceful, and able to maintain confidentiality while thriving in a fast-paced, dynamic environment. This role will also offer administrative support to the Department of Basic Medical Sciences.

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

Administrative Support:

• Provide general office support to ensure the smooth running of day-to-day operations.
• Manage daily calendar and schedule for office leadership, including meetings, travel and appointments.
• Coordinate internal and external meetings, prepare agendas and ensure timely follow-up on action items.
• Act as a liaison between the office and staff, faculty, leaders or other stakeholders, ensuring clear and professional communication.
• Prepare, review and process financial documents, such as reimbursements, p-card reconciliation, travel authorizations and invoice processing, in accordance with institutional policies; maintain accurate financial records.
• Perform general administrative duties, including document preparation, data entry and file management.
• Support office operations by ordering supplies, maintaining records and ensuring compliance with institutional policies.
• Monitor office expenditures for office-related needs.
• Draft, format and proofread emails, reports, presentations and confidential letters on behalf of office leadership.
• Handle sensitive and confidential information with discretion and always maintain a high level of professionalism while ensuring compliance with institutional policies.

Faculty Affairs Support:

• Coordinate complex scheduling for faculty meetings and other college-level events, including preparation of agendas and meeting materials and manage all logistics (e.g., communication, room reservations, technical support, food/beverages, parking, etc.).
• Monitor project timelines and assist in coordinating team tasks and deliverables.
• Provide skilled support on strategic initiatives (e.g., organizing documents, tracking progress, action items, etc.) to meet needs of Provost's Office, ABOR, LCME, etc.
• Support shared governance committees, as needed, which includes managing meeting schedule, agenda, minutes, annual report and other communication.
• Assist recruitment efforts with list generating for outreach efforts.
• Provide administrative support to an academic journal as well as the office's quarterly newsletter.
• Monitor procedural standardization, which may include annual review of department web pages, standard operating procedures, templates, guides and policies.
• Evaluate and recommend operational changes within office to ensure effectiveness and compliance with institutional policies and regulations.
• Assist in annual projects and regular data maintenance.

General Duties:

• Facilitate record keeping in compliance with institutional guidelines and follow archival record keeping practices.
• Work with other business units (e.g., finance, HR, etc.) to understand and implement policies and procedures needed to conduct office business; communicate, as needed, to office staff to ensure compliance.
• Support in writing, editing and finalizing needed emails, letters, memos, templates, procedures, guides and other resource materials for the office to communicate with internal and external stakeholders.
• Track communications and notifications when needed.
• Assist with special initiatives, committees, work groups or projects that support the initiatives set by office leaders.
• Assist with other projects and initiatives, as needed, to ensure effective support of the academic mission of the College.

Knowledge, Skills & Abilities:

• Proficient in MS Office (Word, Excel, PowerPoint).
• Excellent communication skills (oral and written) and be to communicate effectively with people at all levels.
• Ability to handle confidential and sensitive information.
• Ability to problem solve and make decisions.
• Excellent organizational skills.

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.
• One (1) year of relevant work experience required.

Preferred Qualifications

• Experience with prioritizing multiple projects and achieving desired results and deadlines.
• Experience with managing multiple calendars.

Compensation

$25.50 - $31.87 hourly rate