Division Administrative Coordinator, Department of Internal Medicine (College of Medicine - Phoenix)

Leadership support:

• Assist in managing day-to-day administrative support operations of the Vice Chair.
• Schedule and manage meetings with executive leaders from COM-P, UA, and partner hospitals.
• Prioritize and arrange meetings, conferences and appointments for department leadership; make necessary travel reservations and itineraries; determine and prepare background materials needed.
• Prepare and design materials for meetings as directed.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty work unit.
• Manage all logistics for meetings (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, with direction.
• Schedule interviews and manage logistics for job applicants.

Department Support:

• Prioritize workload, meetings, and appointments to meet work unit operations. Assist in the coordination and implementation of multiple projects.
• Provide skilled support on a variety of strategic initiatives, including catalyst funding and seminar series, prepare progarm grant submissions with direction on organizing documents, tracking progress, action items.
• Evaluate and recommend operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty work unit.
• Work with appropriate administrative offices for website updates as required.

Financial Management Activities:

• Purchases & bill pay for department (P-card, Disbursement Vouchers, travel & other reimbursements).
• Maintain finance documentation as required.

General Office Operations:

• When directed, compose confidential correspondence when required.
• Organize and file office documents as required. (department inbox, phone lists, inventory, etc.)
• Coordinate business affairs, personnel matters and may interpret policies and procedures.
• Order supplies.
• Other duties as assigned.

Knowledge, Skills & Abilities:

• Excellent verbal and written communication skills.
• Knowledge of organizational practices and policies.
• Skilled in professional writing and editing.
• Ability to prioritize workload to meet deadlines.
• Proficiency in Microsoft Office programs.
• Ability to maintain confidentiality and safeguard information.
• Ability to work with academic and administration staff members and students.