Administrative & Financial Support Assistant, College of Medicine - Phoenix

Administrative & Financial Support Assistant, College of Medicine - Phoenix Posting Number req20042 Department COM Phx Campus Administration Department Website Link Location Greater Phoenix Area Address 475 N.

5th Street, 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 a brightAdministrative Support Assistant. This position will support Leadership and assist with managing the day-to-day activities ofthe Department to keep the mission of the unit on track.

The ideal candidate will possess excellent organizational skills, beable to multitask in a fast-paced environment, have excellent written and verbal communication skills, and a professionaldemeanor.

Also, the incumbent should be able to maintain sensitivity with confidential information, and possess computerproficiency 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 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 .

Duties & Responsibilities

Leadership support :

• Assist in managing day-to-day administrative support operations of the department / office.
• Schedule and manage meetings with executive leaders from COM-P, UA, and partner hospitals.
• Arrange meetings, conferences and appointments for unit leadership as directed; make necessary travel reservations and itineraries.
• Take meeting minutes as assigned.
• Manage all logistics for meetings, as directed (room reservations, technical support, food and beverages, parking arrangements, communication to participants, etc.).
• Coordinate with Office of Faculty Affairs and Human Resources to facilitate faculty and staff recruitments and other committees as needed, under supervisor's direction.
• Schedule interviews and manage logistics for job applicants, under Supervisor's direction.

Department Support :

• Prioritize workload, meetings, and appointments to meet work unit operations.
• Assist in the coordination and implementation of multiple projects, under direction.
• Recommend operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
• Resolve typical administrative / operational problems or situations impacting staff / faculty work unit, under direction.
• Work with appropriate administrative offices for website updates, as directed.
• Order office supplies as needed.

Financial Management Activities :

• Purchases & bill pay for department (p-card documentation, DV’s travel & other reimbursements).
• Maintain finance filing systems as required.
• Assist with payment processing such as reimbursements, invoice payments, subject payments for Clinical Trial studies, and vendor setups for departments that do not have support on an as needed basis.
• Assist with creating Travel Authorizations.
• Order Office Supplies for Finance Office.
• Assist with large PCard purchases ($5-10K).
• Assist on special projects or requests by Finance Administration.

General Office Operations :

• Compose confidential correspondence when required, as directed.
• Organize and file office documents as required (department inbox, phone lists,

inventory, etc.).

Coordinate business affairs, personnel matters and may interpret policies and

procedures.

Additional Duties as assigned.

Knowledge, Skills, and Abilities :

• Knowledge of standard office policies and procedures.
• Skill in developing and maintaining good working relationships.
• Skill in English composition, grammar, spelling and punctuation.
• Skill in basic math.
• Skill in the use of personal computer / software.
• Ability to problem solve and make decisions.
• Ability to effectively communicate.

Minimum Qualifications

• 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.

Preferred Qualifications

• Proficient in Microsoft Outlook Suite.
• Experience with prioritizing multiple projects and achieving desired results and deadlines.
• Experience with managing multiple calendars.
• High degree of flexibility.
• High degree of attention to detail.
• Excellent data entry skills.
• Excellent organizational skills. FLSA Non-Exempt Full Time / Part Time Full Time Number of Hours Worked per Week 40 Job FTE Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay $ - $ Compensation Type hourly rate Grade 5 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 and our . Grade Range Minimum $ Grade Range Midpoint $ Grade Range Maximum $ Career Stream and Level OC3 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 Target Hire Date Expected End Date Contact Information for Candidates

College of Medicine-Phoenix, Office of Human Resources

Open Date 7 / 19 / 2024 Open Until Filled Yes Documents Needed