Phase2 Technology
Executive Assistant, Department of Dermatology (College of Medicine-Phoenix)
Phase2 Technology, Phoenix, Arizona, United States, 85003
Executive Assistant, Department of Dermatology (College of Medicine-Phoenix)
Posting Number: req24213
Department: COM Phx Dermatology
Department Website Link: College of Medicine-Phoenix
Location: Greater Phoenix Area
Address: 475 N. 5th St, Phoenix, AZ 85000 USA
Duties & Responsibilities Administrative Support:
Provide general office support to ensure the smooth running of day-to-day operations.
Manage daily calendar and schedule for office leadership, including meetings, travel and appointments.
Coordinate internal and external meetings, prepare agendas and ensure timely follow-up on action items.
Act as a liaison between the office and staff, faculty, leaders or other stakeholders, ensuring clear and professional communication.
Prepare, review and process financial documents, such as reimbursements, p-card reconciliation, travel authorizations and invoice processing, in accordance with institutional policies; maintain accurate financial records.
Perform general administrative duties, including document preparation, data entry and file management.
Support office operations by ordering supplies, maintaining records and ensuring compliance with institutional policies.
Monitor office expenditures for office-related needs.
Draft, format and proofread emails, reports, presentations and confidential letters on behalf of office leadership.
Handle sensitive and confidential information with discretion and always maintain a high level of professionalism while ensuring compliance with institutional policies.
Faculty Affairs Support:
Coordinate complex scheduling for faculty meetings and other college-level events, including preparation of agendas and meeting materials and manage all logistics (e.g., communication, room reservations, technical support, food/beverages, parking, etc.).
Monitor project timelines and assist in coordinating team tasks and deliverables.
Provide skilled support on strategic initiatives (e.g., organizing documents, tracking progress, action items, etc.) to meet needs of Provost's Office, ABOR, LCME, etc.
Support shared governance committees, as needed, which includes managing meeting schedule, agenda, minutes, annual report and other communication.
Assist recruitment efforts with list generating for outreach efforts.
Provide administrative support to an academic journal as well as the office's quarterly newsletter.
Monitor procedural standardization, which may include annual review of department web pages, standard operating procedures, templates, guides and policies.
Evaluate and recommend operational changes within office to ensure effectiveness and compliance with institutional policies and regulations.
Assist in annual projects and regular data maintenance.
General Duties:
Facilitate record keeping in compliance with institutional guidelines and follow archival record keeping practices.
Work with other business units (e.g., finance, HR, etc.) to understand and implement policies and procedures needed to conduct office business; communicate, as needed, to office staff to ensure compliance.
Support in writing, editing and finalizing needed emails, letters, memos, templates, procedures, guides and other resource materials for the office to communicate with internal and external stakeholders.
Track communications and notifications when needed.
Assist with special initiatives, committees, work groups or projects that support the initiatives set by office leaders.
Assist with other projects and initiatives, as needed, to ensure effective support of the academic mission of the College.
Knowledge, Skills & Abilities:
Proficient in MS Office (Word, Excel, PowerPoint).
Excellent communication skills (oral and written) and be able to communicate effectively with people at all levels.
Ability to handle confidential and sensitive information.
Ability to problem solve and make decisions.
Excellent organizational skills.
Note: This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.
Minimum Qualifications
Bachelor's degree or equivalent advanced learning attained through professional level experience required.
One (1) year of relevant work experience may be required.
Preferred Qualifications
Experience with prioritizing multiple projects and achieving desired results and deadlines.
Experience with managing multiple calendars.
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
represent a full range of career compensation growth over time. 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.
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 Date 10/17/2025
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.
Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).
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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Department: COM Phx Dermatology
Department Website Link: College of Medicine-Phoenix
Location: Greater Phoenix Area
Address: 475 N. 5th St, Phoenix, AZ 85000 USA
Duties & Responsibilities Administrative Support:
Provide general office support to ensure the smooth running of day-to-day operations.
Manage daily calendar and schedule for office leadership, including meetings, travel and appointments.
Coordinate internal and external meetings, prepare agendas and ensure timely follow-up on action items.
Act as a liaison between the office and staff, faculty, leaders or other stakeholders, ensuring clear and professional communication.
Prepare, review and process financial documents, such as reimbursements, p-card reconciliation, travel authorizations and invoice processing, in accordance with institutional policies; maintain accurate financial records.
Perform general administrative duties, including document preparation, data entry and file management.
Support office operations by ordering supplies, maintaining records and ensuring compliance with institutional policies.
Monitor office expenditures for office-related needs.
Draft, format and proofread emails, reports, presentations and confidential letters on behalf of office leadership.
Handle sensitive and confidential information with discretion and always maintain a high level of professionalism while ensuring compliance with institutional policies.
Faculty Affairs Support:
Coordinate complex scheduling for faculty meetings and other college-level events, including preparation of agendas and meeting materials and manage all logistics (e.g., communication, room reservations, technical support, food/beverages, parking, etc.).
Monitor project timelines and assist in coordinating team tasks and deliverables.
Provide skilled support on strategic initiatives (e.g., organizing documents, tracking progress, action items, etc.) to meet needs of Provost's Office, ABOR, LCME, etc.
Support shared governance committees, as needed, which includes managing meeting schedule, agenda, minutes, annual report and other communication.
Assist recruitment efforts with list generating for outreach efforts.
Provide administrative support to an academic journal as well as the office's quarterly newsletter.
Monitor procedural standardization, which may include annual review of department web pages, standard operating procedures, templates, guides and policies.
Evaluate and recommend operational changes within office to ensure effectiveness and compliance with institutional policies and regulations.
Assist in annual projects and regular data maintenance.
General Duties:
Facilitate record keeping in compliance with institutional guidelines and follow archival record keeping practices.
Work with other business units (e.g., finance, HR, etc.) to understand and implement policies and procedures needed to conduct office business; communicate, as needed, to office staff to ensure compliance.
Support in writing, editing and finalizing needed emails, letters, memos, templates, procedures, guides and other resource materials for the office to communicate with internal and external stakeholders.
Track communications and notifications when needed.
Assist with special initiatives, committees, work groups or projects that support the initiatives set by office leaders.
Assist with other projects and initiatives, as needed, to ensure effective support of the academic mission of the College.
Knowledge, Skills & Abilities:
Proficient in MS Office (Word, Excel, PowerPoint).
Excellent communication skills (oral and written) and be able to communicate effectively with people at all levels.
Ability to handle confidential and sensitive information.
Ability to problem solve and make decisions.
Excellent organizational skills.
Note: This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.
Minimum Qualifications
Bachelor's degree or equivalent advanced learning attained through professional level experience required.
One (1) year of relevant work experience may be required.
Preferred Qualifications
Experience with prioritizing multiple projects and achieving desired results and deadlines.
Experience with managing multiple calendars.
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
represent a full range of career compensation growth over time. 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.
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 Date 10/17/2025
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.
Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).
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.
#J-18808-Ljbffr