Executive Assistant, Department of Dermatology; College of Medicine-Phoenix

Overview

The Executive Assistant is an essential member of the Department of Dermatology. We are seeking a highly organized and proactive individual to support office leadership with day-to-day operations and administrative tasks. This role involves managing schedules, coordinating meetings, handling internal communications, and overseeing routine office functions. A component of the position includes assisting with finance-related paperwork, such as purchasing, invoice processing, and travel arrangements.

The ideal candidate is detail-oriented, resourceful, and able to maintain confidentiality while thriving in a fast-paced, dynamic environment. This role will also offer administrative support to the Department of Basic Medical Sciences.

• Administrative Support:
  Provide general office support to ensure the smooth running of day-to-day operations.
• Manage daily calendar and schedule for office leadership, including meetings, travel and appointments.
• Coordinate internal and external meetings, prepare agendas and ensure timely follow-up on action items.
• Act as a liaison between the office and staff, faculty, leaders or other stakeholders, ensuring clear and professional communication.
• Prepare, review and process financial documents, such as reimbursements, p-card reconciliation, travel authorizations and invoice processing, in accordance with institutional policies; maintain accurate financial records.
• Perform general administrative duties, including document preparation, data entry and file management.
• Support office operations by ordering supplies, maintaining records and ensuring compliance with institutional policies.
• Monitor office expenditures for office-related needs.
• Draft, format and proofread emails, reports, presentations and confidential letters on behalf of office leadership.
• Handle sensitive and confidential information with discretion and always maintain a high level of professionalism while ensuring compliance with institutional policies.

• Faculty Affairs Support:
  Coordinate complex scheduling for faculty meetings and other college-level events, including preparation of agendas and meeting materials and manage all logistics (e.g., communication, room reservations, technical support, food/beverages, parking, etc.).
• Monitor project timelines and assist in coordinating team tasks and deliverables.
• Provide skilled support on strategic initiatives (e.g., organizing documents, tracking progress, action items, etc.) to meet needs of Provost's Office, ABOR, LCME, etc.
• Support shared governance committees, as needed, which includes managing meeting schedule, agenda, minutes, annual report and other communication.
• Assist recruitment efforts with list generating for outreach efforts.
• Provide administrative support to an academic journal as well as the office’s quarterly newsletter.
• Monitor procedural standardization, which may include annual review of department web pages, standard operating procedures, templates, guides and policies.
• Evaluate and recommend operational changes within office to ensure effectiveness and compliance with institutional policies and regulations.
• Assist in annual projects and regular data maintenance.

• General Duties:
  Facilitate record keeping in compliance with institutional guidelines and follow archival record keeping practices.
• Work with other business units (e.g., finance, HR, etc.) to understand and implement policies and procedures needed to conduct office business; communicate, as needed, to office staff to ensure compliance.
• Support in writing, editing and finalizing needed emails, letters, memos, templates, procedures, guides and other resource materials for the office to communicate with internal and external stakeholders.
• Track communications and notifications when needed.
• Assist with special initiatives, committees, work groups or projects that support the initiatives set by office leaders.
• Assist with other projects and initiatives, as needed, to ensure effective support of the academic mission of the College.

• Knowledge, Skills & Abilities:
  Proficient in MS Office (Word, Excel, PowerPoint).
• Excellent communication skills (oral and written) and be able to communicate effectively with people at all levels.
• Ability to handle confidential and sensitive information.
• Ability to problem solve and make decisions.
• Excellent organizational skills.

• Minimum Qualifications:
  
  Bachelor s degree or equivalent advanced learning attained through professional level experience required.
• One (1) year of relevant work experience required.

• Preferred Qualifications:
  
  Experience with prioritizing multiple projects and achieving desired results and deadlines.
• Experience with managing multiple calendars.

FLSA Non-Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job FTE 1.0
Work Calendar Fiscal
Job Category Organizational Administration
Benefits Eligible Yes - Full Benefits
Rate of Pay $25.50 - $31.87
Compensation Type hourly rate
Grade 7
Compensation Guidance The Rate of Pay Field…