Executive Assistant, College of Medicine-Tucson

The University of Arizona College of Medicine-Tucson (COM-T) invites applications for the position of Executive Assistant. The Executive Assistant (EA) manages the daily activities of the COM-T Vice Dean for Research and Graduate Studies. As an extension of the Vice Dean, the EA position is often sought as a valuable resource and serves as the 'go to' person for the College of Medicine-Tucson Research Administration Office.

The Executive Assistant must be able to accomplish multiple tasks in a fast-moving, professional environment. In addition, the incumbent must be able to focus in a work environment that resides within an open shared area. This includes the ability to maintain a high level of confidentiality in an open work environment.

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!

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• Manage the daily activities of the College of Medicine - Tucson Vice Dean for Research and Graduate Studies. This includes, but is not limited to: screening and responding to emails, triaging phone calls, assisting walk-ins, responding to inquiries, etc.
• Coordinate travel arrangements including 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 executive's calendars which includes prioritizing meetings and assuring the executives are properly prepared for each meeting and/or event.
• Work with the executive's home department to assure they are current on credentials, training, etc., in order to maintain an active clinical practice. Maintain executive's CV in UA Vitae.
• Assist the Manager of Special Projects with research-related events including the College of Medicine Research Day, Innovations and Inventions, and several more special projects.
• Coordinate with the IRB office with various projects as a point of administrative contact for the College. Coordinate, track and interface with trainees and grant awardees. May also coordinate nominations for special initiatives such as the data science ambassadors. Assist with proper routing of F&A waivers.
• Retrieve, understand and analyze research data reports from UAccess 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 including the College of Medicine-Tucson Dean's Research Council and the College of Medicine-Tucson Space Committee. This may entail speaker coordination, administratively supporting subcommittees, scheduling space walks, and drafting response letters to space requests.
• Provide administrative support to the Vice Dean for Research and Graduate Studies research lab, including placing orders, processing payments, etc.
• Communicate with internal and external partners such as other UA departments and the VA. Communicate with clinical staff regarding executives clinical duties.
• Maintain the College of Medicine-Tucson Research website.
• Analyze administrative and operational functions, review policy and procedure systems for efficiency, and implement appropriate changes and system improvements. Interpret and implement university and outside agency rules, regulations, policies and procedures.
• Operate a golf cart to provide service to executives around the UA campus. Will require completion of golf cart training.

Knowledge, Skills, and Abilities:

• Understanding of common healthcare terminology and scheduling.
• Basic knowledge of healthcare compliance laws (such as HIPAA).

• Bachelor's degree or equivalent advanced learning attained through experience required.
• One (1) year of relevant work experience required.

• One or more years of relevant administrative experience within finance, medical administration and/or in a healthcare setting.
• Experience with UA policies, practices, and procedures.