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.