Executive Assistant I, Research Office (College of Medicine - Phoenix)

Leadership support: Assist in managing day-to-day administrative support of the 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 work unit. Manage all logistics for meetings (room reservations, technical support, food and beverages, parking arrangements, communication to participants, etc.). 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 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. Manage and travel arrangements, honorarium payment, etc. for guest speakers. 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. Knowledge, Skills Abilities: Effective verbal and written communication; proficient in English composition, including grammar, spelling, and punctuation. Ability to communicate with different groups and individuals, both internal and external to University of Arizona. Demonstrated ability to build and maintain positive working relationships. Ability to handle multiple, competing deadlines for meetings while analyzing problems and making sound decisions. Flexible and adaptable to the department's growing and changing needs. Ability to work independently. Skilled in using personal computers and related software applications. Knowledge of Microsoft Outlook Suite.