Job Listings

Assistant to the Director, Department of Child Health (College of Medicine - Phoenix)

Company:
The University of Arizona
Job Location:
Tucson, 85724
Category:
Executive Assistants
Type:
Full-Time

Posting Number: req21346

Department: COM Phx Child Health

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 administrative assistant who is ready for their next career move as an Administrative Assistant to the Director of Phoenix Children's Research Institute(Administrative Support Professional I) in the Department of Child Health. This position will work closely with the Director of the Institute and Research administration of the college, helping managing day-to-day research, educational, clinical and administrative missions to ensure smooth day-to-day operations of the research unit. 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.

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 retirement plan; 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

Director Support:

  • Provide the highest level of support and assistance to the Director to optimize workflow of Director's office..
  • Communicate regularly and efficiently with high level officials at the College of Medicine, Phoenix Biomedical Campus, Phoenix Children's Hospital and the University.
  • Inform the Director of situations and conflicts requiring immediate attention and when appropriate.
  • Develop and manage day-to-day administrative support operations of the office apprising the Director of central issues and activities of the College of Medicine.
  • Maintain daily schedule deciding priorities in relation to events of the day.
  • Adjust appointments and other events to accommodate emergencies and urgent matters.
  • Compose correspondence, reports and other written material of a confidential nature as needed.
  • Coordinate and provide necessary backup and supporting materials for meetings.
  • Help with regulatory documents and documents needed for grant submissions.
  • Collaborates with Office of Faculty Affairs and Human Resources to coordinate faculty and staff recruitments and other committees as needed.
  • Act as liaison to reporting units (associate deans, dean's staff, department heads, division and center directors), university administrators, community, donors, alumni, students, media and public.

Executive Scheduling - Phoenix Children's Research Institute Support director as it relates to:

  • Represents the university, college or project at meetings on behalf of the director.
  • Schedules the Director's daily and travel calendars. Arrange travel plans and itineraries for national and international travel.
  • Perform complex assignments that demand careful coordination with those within and external to the college of medicine.
  • Independently determine and direct a course of action for incoming inquiries from faculty and external agencies regarding programs and services, as it relates to the Director's schedule.
  • Preparation and design of materials and agendas for meetings and take meeting minutes.
  • Manage all logistics for meetings (room reservations, technical support, food and beverages, parking arrangements, communication to participants, etc.).
  • Schedule interviews and manage logistics for job applicants.

Department support:

  • Prioritizes workload, meetings, and appointments to meet work unit operations.
  • Assists in the coordination and implementation of multiple projects.
  • Creates and oversees complex record-keeping systems and databases.
  • Analyzes complex information. Laying out information in reports and documents in ways that enhances readability.

Help with financial management activities as needed:

  • Purchases & bill pay for the Institute, (p-card documentation, DV's travel reimbursements).
  • Maintain finance filing systems as required.
  • Approves/authorizes expenditures or actions for administrative and operational needs sometimes requiring higher level signatures.

General Office Operations:

  • Composes confidential correspondence on own initiative when required.
  • Organize office documents as required (phone lists, inventory, etc.).
  • Coordinates business affairs, personnel matters and may interpret policies and procedures.
  • Investigates, evaluates and resolves typical administrative/operational problems or situations impacting staff/faculty work unit.

Knowledge, Skills, and Abilities:

  • High degree of attention to detail.
  • Excellent data entry skills.
  • Excellent organizational skills.

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.

* Possess intermediate or higher, Microsoft Office skills.

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 Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

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 Total Rewards Calculator.

Grade Range Minimum

$25.5

Grade Range Midpoint

$31.87

Grade Range Maximum

$38.25

Career Stream and Level

PC1

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

Contact Information for Candidates

College of Medicine-Phoenix, Office of Human Resources

HR-PHX@arizona.edu

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.

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.

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