Executive Assistant, Clinical Departments (College of Medicine-Phoenix)

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.
• 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, and take meeting minutes.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty units.
• 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, with direction. (such as 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 units.
• 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:

• 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.
• Order supplies, other duties as assigned.

Knowledge, Skills & Abilities:

• Demonstrated ability to build and maintain positive working relationships.
• Proficient in English composition, including grammar, spelling, and punctuation.
• Competence in performing basic mathematical calculations.
• Skilled in using personal computers and related software applications.
• Proficient in Microsoft Outlook Suite.
• Capable of analyzing problems and making sound decisions.
• Effective in both verbal and written communication.