Administrative Support Assistant III
Posting Number: req17223
Department: Arizona Telemedicine Program
Location: University of Arizona Health Sciences
Address: 1501 N. Campbell, Tucson, AZ 85724 USA
Position HighlightsThe Arizona Telemedicine Program is seeking a professional, motivated, organized, and dependable person, with excellent verbal communication skills, to join our collaborative team in the position of Administrative Support Assistant III.
This full-time benefits-eligible position will comprise two primary roles, both requiring excellent attention to detail. The Service Provider Directory Coordinator role includes a combination of customer service, data entry, and management and outreach marketing to maintain and grow the national Telemedicine and Telehealth Service Provider Directory.
The Administrative Support Assistant role provides administrative support to the Director and to the program. Some examples of administrative support duties include communicating with internal and external stakeholders, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, composing correspondence and other documents, analyzing data, managing office operations and supplies, and working with confidential and sensitive information.
Ability to drive according to the University Fleet Safety Policy.
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!
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Duties & Responsibilities
- Establish and maintain communications with contacts of companies listed in the Telemedicine and Telehealth Service Provider Directory (SPD).
- Work proactively to expand the number of listings in the SPD by researching telemedicine and telehealth service provider companies. Identify new companies potentially eligible to be listed in SPD and reach out to them to cultivate contacts and relationships.
- Conduct semi-annual reviews of current directory listings, proactively communicating with each company to validate and ensure the accuracy and currency of their information. Make necessary updates and edits accordingly.
- Add and remove SPD listings as needed.
- Maintain and update ATP's internal telemedicine and telehealth company database, incorporating new contacts, content, activities, SPD eligibility, communications preferences and more.
- Promote the SPD to potential directory users and listees through targeted marketing efforts.
- Stay informed about emerging telehealth service provider market trends, keeping abreast of industry developments and advancements.
- Generate reports on website analytics pertaining to new and existing listings and to user engagement, offering insights and analysis to drive informed decision-making.
- Accurately and contemporaneously record SPD related outreach and inquiries in the program's grant reporting system, ensuring comprehensive documentation and tracking of SPD activities.
- Participate in the maintenance, improvement and update of the SPD listing questionnaire that informs SPD directory listings.
- Provide administrative support to the Director and the program as a whole. Examples of duties include coordinating schedules, travel arrangements, written correspondence, preparing publications, program documents, and UA Curriculum Vitae, and keeping updated team and other directories. Additionally, and when appropriate, manage phone calls, voicemails, and emails.
- Coordinate the quarterly Arizona Telemedicine Council (ATC) meetings. This involves collaborating with the Director to develop the agenda for each quarterly meeting, engaging council members, inviting speakers and guests on behalf of the Director, and actively promoting the meeting. Related duties may include compiling accurate council meeting minutes, monitoring and requesting updates to the ATC webpage content, and maintaining meticulous records of ATC presentations and member/guest attendance.
- Triage technical assistance calls, including those received through the program's toll-free line, and direct them to the appropriate team member. Accurately document the calls in the program's grant recording system.
- Implement evaluations using platforms such as SurveyMonkey and Qualtrics for webinars and educational events, as requested. Participate in analysis of the responses to provide valuable insights.
- Oversee the management of newsletter requests and document these requests in the program's information systems as directed.
- Proactively reach out to individuals who have expressed interest in serving as guest authors for the program's blogs or sharing their testimonial, initiating contact to gather pertinent information.
- Proactively manage office supplies, ensuring their timely procurement. Additionally, maintain the multi-function Xerox machine, oversee office space maintenance, and monitor inventory of informational items.
- Effectively oversee disposition of ATP's decommissioned equipment in strict adherence to UA's surplus and disposal protocols.
- Comply with all ATP and UA training requirements on schedule and as directed.
- Exercise the utmost discretion and professionalism when handling confidential and sensitive information.
- Adhere to all ATP and UA policies, protocols, and procedures, as well as relevant state and Federal policies, including the safeguarding of protected health information (HIPAA).
Knowledge, Skills & Abilities:
- Strong command of English composition, grammar, spelling, and punctuation.
- Strong communication skills (written and oral), incorporating cultural sensitivity.
- Skilled in planning, analyzing, and establishing priorities to achieve efficient workflow management.
- Experience conducting outreach marketing to professional organizations.
- Experience coordinating professional meetings.
- Proficient in the use of Microsoft Outlook, Word, PowerPoint, and Excel.
- Experience using a customer relationship management system.
- Experience working in a higher-education environment.
- Experience using UA UAccess suite of information systems.
- Knowledge of and proficiency in navigating and adhering to UA procedures and policies.
to make informed decisions within the assigned scope of responsibility,
and seek guidance from leadership when needed.
- Ability to work independently and collaboratively as needed.
- Strong interpersonal, professional, and problem-solving skills.
- Excellent organization skills.
- High-level attention to detail.
- Strong analytical and prioritization skills.
- Ability to meet deadlines.
- Ability to handle confidential and sensitive information with the utmost discretion and professionalism.
- Ability to travel; mostly within Arizona.
- High school diploma or equivalent, or equivalent learning attained through experience required.
- Five (5) years of relevant experience, or equivalent combination of education and work experience.
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: $20.33 - $25.41
Compensation Type: hourly rate
Career Stream and Level
Type of criminal background check required: Name-based criminal background check (non-security sensitive)
Number of Vacancies: 1
Contact Information for Candidates
Carrie Foote | email@example.com
Open Until Filled: Yes
Documents Needed to Apply: Resume and Cover Letter
Special Instructions to Applicant
If invited for an intervirew, please provide 3 preferred references.
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.