Special Assistant to the Dean, College of Medicine - Tucson

Special Assistant to the Dean, College of Medicine - Tucson Posting Number req19977 Department Medicine Administration Department Website Link Location University of Arizona Health Sciences Address 1501 N.

Campbell Avenue, Tucson, AZ 85724 USA Position Highlights

The University of Arizona College of Medicine-Tucson is seeking a Special Assistant to the Dean. This position will provide high-level, executive support to manage the daily activities of the Dean of the College, and ensure they can be effectively executed.

As an extension of the Dean, the Special Assistant is a valuable resource and serves as a liaison to the Dean's direct reports, and communicates frequently with internal and external stakeholders.

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!

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

Manage the daily activities of the College of Medicine Tucson Dean :

• Assure the Dean is adequately prepared for each meeting and / or event, which may include being strategic about the timing and / or order of meetings / events.
• Track action items from the Dean's meetings and delegate action items if deemed appropriate.
• Troubleshoot issues or requests that arise throughout the day that may or may not require the Dean's attention.

Handle higher-level executive tasks such as :

• Maintain current memberships for the Dean in various societies and organizations.
• Manage the Dean’s clinical CME budget, assuring compliance with all fund use policies and that it stays within budget.
• Assist with high level recruits, guest speakers, visitors, etc., as needed.
• Approve the Dean’s direct reports time sheets on the Dean’s behalf, which includes troubleshooting any issues.
• Act as a conduit between the Dean and those that are seeking their signature / approval for various forms, certificates, etc.

This includes oversight of the Ghostwriter signature machine.

Together with the Dean and DSM, plan and execute the agenda along with follow up communication to the Dean’s Executive Council and other leadership meetings such as the AMC Education Committee Meeting.

This includes taking meeting minutes, following up on action items and provide talking points / script so the Dean can properly relay a synthesis of the meeting at other meetings.

• Filter the Dean’s email and act on their behalf accordingly. Bring urgent emails to the Dean’s attention.
• Assist the Dean with COC, COI and Management Reports.
• Initiate and compose emails and letters for the Dean's signature.
• Develop presentations on behalf of the Dean.
• If the Dean is a practicing physician, oversee their on-boarding and credentialing process with Banner, which includes assuring they are up to date with their certifications, immunizations, etc.

Once the Dean is practicing, work with Banner to coordinate clinic and procedures days in addition to triaging patient inquiries.

Ensure the Dean is up to date on records completion and training.

Handle basic executive-level tasks such as :

• Calendaring.
• Process disbursement vouchers.
• Trouble shoot problems that arise within the College of Medicine Dean’s Suite including but not limited to Xerox and fax machine issues, and facilities maintenance calls.
• Prepare conference rooms for various meetings ( zoom set up, set up catering, clean up, etc.).
• Order office supplies.
• Prepare conference rooms which may include zoom set up and order catering.
• Maintain the Dean’s Curriculum Vitae.
• Assist with Dean's events, as needed.
• Maintain several email distribution lists including but not limited to the AMC Education Committee, Dean's Executive Council, all Department Chairs, all Center Directors, Basic Science Chairs, Clinical Department Chairs, Dean Suite Members, etc.

As an extension of the Dean of the College of Medicine Tucson, serve as a valuable resource and liaison to the Dean's direct reports and others :

• Serve as a liaison to the college Department Heads, Center Directors, Deputy Deans, administration, faculty, staff, students, Banner, UA, and UAHS management team(s), outside agencies and the general public.
• Serve as a resource to the Dean's direct reports, often providing advice and guidance on how to approach a situation, handle a task and / or move their initiatives forward.
• In regards to serving as a resource to others, serve on the Dean's Assistants Group (DAG), which is a nationally recognized group of the Association of American Medical Colleges.

May also serve on DAG subcommittees such as membership, planning and serving as DAG western regional representative.

Frequently communicate to internal and external stakeholders :

• Act on behalf of the Dean representing the College of Medicine Tucson (and UA) in a professional manner whether in person, at meetings or through email, as the assistant may respond on the dean's behalf.
• Exercise discretion and independent judgment with matters of significance to the college, such as knowing when to produce written or verbal communication about sensitive matters.

Actions may include coordination with the UA Office of General Counsel.

Respond to management and public information requests, which may include resolving politically sensitive issues.

Knowledge, Skills and Abilities :

• The candidate must be flexible and adapt to the various leadership styles that may exist depending on the sitting Dean.
• Must be able to professionally manage sensitive situations.
• Emotional intelligence and confidentiality are critical skills for this position.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of three (3) years of relevant work experience, or equivalent combination of education and work experience required.

Preferred Qualifications 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 8 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 PC2 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 Casandra Sanchez Open Date 7 / 17 / 2024 Open Until Filled Yes Documents Needed