University of Arizona
Executive Assistant, Department of Dermatology (College of Medicine-Phoenix)
University of Arizona, Phoenix, Arizona, United States, 85003
Executive Assistant, Department of Dermatology (College of Medicine-Phoenix)
The Executive Assistant is an essential member of the Department of Dermatology. This role involves managing schedules, coordinating meetings, handling internal communications, overseeing routine office functions, and assisting with finance‑related paperwork such as purchasing, invoice processing, and travel arrangements. The ideal candidate is detail‑oriented, resourceful, and capable of maintaining confidentiality while thriving in a fast‑paced, dynamic environment. The position also provides administrative support to the Department of Basic Medical Sciences.
Duties & Responsibilities
Provide general office support to ensure smooth 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 liaison between the office and staff, faculty, leaders or other stakeholders, ensuring clear and professional communication.
Prepare, review and process financial documents—reimbursements, p‑card reconciliation, travel authorizations, invoice processing—in accordance with institutional policies; maintain accurate financial records.
Perform general administrative duties: document preparation, data entry, file management.
Support office operations: order supplies, maintain records, ensure 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 maintain a high level of professionalism and compliance with institutional policies.
Coordinate complex scheduling for faculty meetings and other college‑level events; manage logistics, technical support, food/beverages, parking.
Monitor project timelines and assist in coordinating team tasks and deliverables.
Provide skilled support on strategic initiatives (organizing documents, tracking progress, action items) to meet needs of Provost’s Office, ABOR, LCME, etc.
Support shared governance committees; manage meeting schedule, agenda, minutes, annual report and other communication.
Assist recruitment efforts with outreach list generation.
Provide administrative support to an academic journal and the office’s quarterly newsletter.
Monitor procedural standardization (annual review of department web pages, SOPs, templates, guides, 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.
Facilitate record keeping in compliance with institutional guidelines; follow archival record‑keeping practices.
Work with other business units (finance, HR, etc.) to understand and implement policies and procedures needed to conduct office business; communicate needs to staff for compliance.
Support in writing, editing and finalizing emails, letters, memos, templates, procedures, guides and other resource materials for communication with stakeholders.
Track communications and notifications when needed.
Assist with special initiatives, committees, work groups or projects that support 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).
Ability to handle confidential and sensitive information.
Ability to problem‑solve and make decisions.
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 may be required.
Preferred Qualifications
Experience with prioritizing multiple projects and achieving desired results and deadlines.
Experience with managing multiple calendars.
Benefits Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave and holidays; tuition reduction for employee and qualified family members; state retirement plan; access to UA recreation and cultural activities, and more.
Compensation Hourly rate: $25.50 – $31.87 (grade 7).
Job Details
FLSA: Non‑Exempt
Hours: 40 per week
Employment: Full‑Time
Job Category: Organizational Administration
Benefits Eligible: Yes – Full Benefits
Grade: 7
Vacancies: 1
Open Date: 10/17/2025
Open Until Filled: Yes
Contact Information College of Medicine‑Phoenix, Office of Human Resources HR-PHX@arizona.edu
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 Preferred qualifications (if applicable).
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Duties & Responsibilities
Provide general office support to ensure smooth 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 liaison between the office and staff, faculty, leaders or other stakeholders, ensuring clear and professional communication.
Prepare, review and process financial documents—reimbursements, p‑card reconciliation, travel authorizations, invoice processing—in accordance with institutional policies; maintain accurate financial records.
Perform general administrative duties: document preparation, data entry, file management.
Support office operations: order supplies, maintain records, ensure 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 maintain a high level of professionalism and compliance with institutional policies.
Coordinate complex scheduling for faculty meetings and other college‑level events; manage logistics, technical support, food/beverages, parking.
Monitor project timelines and assist in coordinating team tasks and deliverables.
Provide skilled support on strategic initiatives (organizing documents, tracking progress, action items) to meet needs of Provost’s Office, ABOR, LCME, etc.
Support shared governance committees; manage meeting schedule, agenda, minutes, annual report and other communication.
Assist recruitment efforts with outreach list generation.
Provide administrative support to an academic journal and the office’s quarterly newsletter.
Monitor procedural standardization (annual review of department web pages, SOPs, templates, guides, 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.
Facilitate record keeping in compliance with institutional guidelines; follow archival record‑keeping practices.
Work with other business units (finance, HR, etc.) to understand and implement policies and procedures needed to conduct office business; communicate needs to staff for compliance.
Support in writing, editing and finalizing emails, letters, memos, templates, procedures, guides and other resource materials for communication with stakeholders.
Track communications and notifications when needed.
Assist with special initiatives, committees, work groups or projects that support 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).
Ability to handle confidential and sensitive information.
Ability to problem‑solve and make decisions.
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 may be required.
Preferred Qualifications
Experience with prioritizing multiple projects and achieving desired results and deadlines.
Experience with managing multiple calendars.
Benefits Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave and holidays; tuition reduction for employee and qualified family members; state retirement plan; access to UA recreation and cultural activities, and more.
Compensation Hourly rate: $25.50 – $31.87 (grade 7).
Job Details
FLSA: Non‑Exempt
Hours: 40 per week
Employment: Full‑Time
Job Category: Organizational Administration
Benefits Eligible: Yes – Full Benefits
Grade: 7
Vacancies: 1
Open Date: 10/17/2025
Open Until Filled: Yes
Contact Information College of Medicine‑Phoenix, Office of Human Resources HR-PHX@arizona.edu
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 Preferred qualifications (if applicable).
#J-18808-Ljbffr