Executive Assistant, Department of Translational Research Office; TReO; Phoenix

Executive Assistant, Department of Translational Research Office (TReO) (Phoenix)

Executive Assistant, Department of Translational Research Office (TReO) (Phoenix)

The Translational Research Office (TReO) seeks to hire an Administrative Operations Professional I to support the Associate Dean for Research and Partnerships, and the Vice Chair of Research for Internal Medicine. The main responsibilities of this position include, but are not limited to, calendar support to include NIH R01 (PPG) scheduling, processing financial transactions such as travel reimbursements, disbursement vouchers, and reconciling purchasing cards;

attending PPG meetings taking notes and preparing minutes; assist with planning of seminar speakers itinerary and travel arrangements, and assist with planning of department events.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please .

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 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, 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.

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, and 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.
• Knowledge of University financial policies and procedures, particularly with regard to purchasing and travel.
• High degree of flexibility.
• High degree of attention to detail.
• Excellent data entry skills.
• Excellent organizational skills.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• 1 year of relevant work experience required.
• Bachelor's degree or equivalent advanced learning attained through experience required.

Preferred Qualifications

• 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…