Job Listings

Medical Education Program Professional II

The University of Arizona
Job Location:
Tucson, Arizona
Administrative Assistants

Posting Number: req7828

Department: Medicine

Location: UAHS - Tucson

Address: 1501 N. Campbell Avenue, Tucson, AZ 85724 USA

Position Highlights

The Division of Gastroenterology and Hepatology seeks an individual to provide administrative support and fellowship coordination. The successful candidate must possess a high degree of professionalism, organizational skills, discretion and initiative. He/she will be expected to demonstrate the highest levels of confidentiality, integrity, punctuality and dependability while carrying out the daily responsibilities of the position. Strong oral and written communication skills along with a keen attention to detail is essential. The position will work closely with the Division Chief and be a liaison to the Graduate Medical Education office as well as interface with the office of the Vice Chair of Education.

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.

Employee COVID-19 Vaccine Requirement

All University employees, including student workers and graduate assistants/associates, must verify that they are fully vaccinated for COVID-19, unless they have been granted a religious or disability/medical accommodation.

Duties & Responsibilities

  • Lead and provide administrative support for the Division Chief and Faculty including managing calendars, emails, and preparing correspondence on own initiative.
  • Interpret and explain established policy and procedures in response to inquiries from a variety of sources, investigate, evaluate and resolve typical administrative/operational problems or situations impacting the faculty/staff work unit.
  • Coordinate Division Chief and Faculty travel arrangements including initiating travel authorizations for conference registration, airfare, lodging, etc. and processing travel reimbursements.
  • Initiate forms for division reimbursements including disbursement vouchers, purchasing card transactions and/or on-line requisitions.
  • Schedule and coordinate monthly division meetings, weekly GI CME conference / twice yearly Medical Grand Rounds, invited guest speakers, and events such as conferences and symposiums. Coordinate faculty recruitment schedules.
  • Coordination support will include scheduling a room reservation, setting up zoom/skype invitation, preparation of itineraries, agendas, power point slides, distributing communication to all constituents, and record and maintain meeting minutes as directed by the Division Chief.
  • Coordinate and compile division time off requests for payroll purposes and submit report to the business office bi-weekly.
  • Assist division faculty with gathering information and documentation for grant proposal submissions and annual CV updates. Maintain and update division research brochure Maintain and update division research brochure
  • Maintain College and Department of Medicine websites for division faculty, fellow, and staff updates.
  • Coordinate and assist division faculty with annual departmental processes, requirements, instructions and deadlines related to annual faculty evaluations (UA Vitae), credentialing and re-credentialing (AZ License, DEA, membership dues), re-certifications (ACLS & BLS), employee health appointments (TB, Flu, Mask Fittings) faculty promotion and tenure dossiers, and fellowship program and fellow evaluations (GME, APE, ACGME).
  • Assist and coordinate with department administration with faculty, fellows, and staff recruitment (on-boarding and off-boarding processes) including systems and compliance training, IT support (ordering/set up of computer equipment, software, office supplies, lab coats, pagers, and business cards and maintenance of division inventory for capital & non capital verification requests.
  • Provide administrative support to the Fellowship Program Director and Gastroenterology fellows including scheduling of meetings, organize and/or prepare departmental administrative reports, track program expenses; coordinate distribution/collection of fellow evaluations, maintain personnel files, analyze, summarize and interpret information; recommend action to be taken.
  • Assist with writing and development of all fellowship required documentation, including preparation of accreditation materials, development of rotation goals and objectives and management of rewriting program materials in compliance with ACGME regulations and regulatory changes.
  • Lead and organize fellowship recruitment, orientation, and graduation.
  • Review all fellowship applications and screen those appropriate for interview.
  • Compile necessary documentation for site visits, programmatic reviews, and regulatory milestones.
  • Coordinate all social functions for the Fellowship Program, including welcome breakfasts/luncheons for new fellows, Division picnics, holiday gatherings, journal clubs, and Graduation/awards banquets.
  • Assist fellow meeting travel arrangements. Prepare Fellow travel reimbursement forms. Respond to GI fellow recruitment inquiries
  • Manage and coordinate Graduate Medical Education internal reviews, ACGME (Accreditation Council Graduate Medical Education) annual self-study, and prepare documents for ACGME site visit.
  • Ensure that GI fellow hospital and ACGME compliance guidelines are met.
  • Develop new procedures in response to new or revised policies issued by governing agencies or the program director.
  • Use knowledge of ERAS (Electronic Fellowship Application Service) software to manage fellowship applications and compile reports as necessary.
  • Organize medical student observers and schedule medical student rotation with faculty and fellows; proctor fellowship exams in Spring.
  • Prepares required accreditation documents and reports.
  • Prepares and implements annual program budget.
  • Manages available resources in regards to operating budget and available resources.

Minimum Qualifications

  • Bachelor's degree or equivalent advance learning attained through professional level experience required.
  • Three years of relevant work experience.

Preferred Qualifications

* Excellent written and verbal communication skills.
* Experience with Microsoft Office.
* Experience with Academic Institution Processes.
* 4 or more years academic training program experience.

FLSA: Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Academic Administration

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $43,559 - $45,784

Compensation Type: salary at 1.0 full-time equivalency (FTE)



Career Stream and Level


Job Family

Med Education Prgm

Job Function

Academic Administration

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

Christina Champagne |

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Special Instructions to Applicant

Please be prepared to provide 3 professional references if invited for interview.

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 an 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.

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