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

Division Operations Management Coordinates, schedules and monitors daily schedules for multiple Division Chiefs. Collaborates with faculty across multiple divisions to assist in streamlining and monitoring research and academic activities. Recommends improvement strategies for enhanced efficiencies for multiple divisions. Take ownership of faculty recruitment processes across divisions, including scheduling stakeholder meetings, drafting candidate itineraries, and organizing candidate logistics. Support and coordinate on-site interviews, working closely with search committees and candidates to ensure smooth experiences. Financial Management Assist in the preparation of budgets and exercise responsible financial management consistent with university policies. Monitor and control expenses across multiple divisions including p-card reconciliation, travel authorizations, and disbursement vouchers compliance and accuracy. Demonstrate working knowledge of fund types (e.g., general operating, grant, gift, endowment, clinical revenue) and their allowable uses. Consult with finance, grants administration, or compliance offices when navigating ambiguous or high-risk transactions. Proactively flag and resolve potential funding conflicts or policy violations before submission. Event Coordination Manage and coordinate divisional grand rounds and other key academic events, handling scheduling, logistics, and financial arrangements. Lead and coordinate UA student engagement initiatives across divisions. Oversee the planning and execution of divisional events such as symposia and special occasions, managing invitations, speaker communication, honorarium, and budget monitoring. Coordinate with internal teams to produce promotional materials, newsletters, and digital content. Liaise with external partners and vendors for branded merchandise, advertising, and sponsorships. Knowledge, Skills, and Abilities: Knowledge of organizational practices and policies. Skills in professional writing and editing. Ability to effectively communicate. 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.