Administrative Support Professional II; College of Medicine-Phoenix

Position Summary

Administrative Support Professional II (College of Medicine-Phoenix) – The Executive Assistant II will provide high‑level administrative support to the Dean of the College of Medicine, Phoenix. Reporting to the Chief of Staff, the role manages day‑to‑day inquiries and office operations for the Dean’s office. The individual will be highly organized, able to multitask in a high‑traffic environment, and will be responsible for triaging e‑mail, written, telephone, and in‑person communications, seeking the input and guidance of the Dean, Chief of Staff, and Vice Deans as indicated.

Duties include managing calendars, researching and preparing special reports, coordinating departmental meetings, preparing meeting agendas, taking minutes, and tracking action items to completion.

The Executive Assistant must be detail‑oriented, possess excellent writing, editing, and spelling skills, and be able to assist with correspondence and drafting communications.

• Track and maintain the Dean’s (and other assigned users’) calendar and coordinate scheduling of complex meetings, providing reminders to the Dean regarding appointments.
• Proactively anticipate and identify needs and assemble the right team and resources to assist the Dean’s office in resolving issues and coordinating initiatives.
• Responsible for travel arrangements and itineraries for the Dean’s office, and manage travel for visiting faculty (e.g., physician recruits, visiting professors).
• Prepare agendas, executive summaries, presentations, and other materials for meetings.
• Handle confidential information that could have an immediate negative impact on campus operations, performance, or value if shared beyond its intended audience.
• Attend ongoing training for procurement, travel, and Foundation classes to remain current with UA and Foundation policies.
• Provide assistance to the Dean’s office, Vice Deans, Faculty, and outside organizations as needed.
• Act as a liaison to other programs, departments, or agencies, providing guidance and necessary correspondence.
• Organize, edit, and develop program/presentation materials, detailed handouts, and maintain intricate tracking of projects, assignments, and due dates for events and projects for the office.
• Manage departmental phone inquiries, distribute mail, maintain the conference room calendar, update email distribution lists, track office supply inventory, and address issues as needed.
• Handle incoming calls and assist visitors, triaging requests as needed and relaying messages to the Dean and other relevant personnel.
• Serve as backup for other support staff positions, as assigned by the Chief of Staff.
• Assist with special projects and other duties supporting the overall mission as assigned.
• Coordinate office activities and operations to secure efficiency and compliance with all UA/UA COM‑P policies.
• Oversee and problem‑solve issues with the COM‑P Dean’s office suite, including ancillary departments.

• Excellent verbal and written communication skills demonstrating high levels of emotional intelligence.
• Ability to convey accurate, complete information and maintain strict confidentiality when required.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Demonstrated professional and friendly demeanor interacting with various individuals.
• Ability to interact with and assist the public in a professional, courteous, and service‑oriented manner.

• Bachelor’s degree or equivalent advanced learning attained through professional level experience.
• Three (3) years of relevant work experience, or an equivalent combination of education and work experience.

• Cutting‑edge skills utilizing organizational software such as One Note, Adobe Suite, database development and management skills, and SAP experience.
• Professional caliber social media communications and experience with SharePoint.
• Experience with building and maintaining positive working relationships with coworkers, leadership, and cross‑functional departments.
• Commitment to the Core Concepts of Patient and Family Centered Care and adherence to organizational conduct standards and guidelines.
• Experience in providing exceptional customer service while effectively assisting both internal and external stakeholders.

Hourly Rate: $28.56 – $35.70. Full Benefits Eligible:
Yes – Full Benefits. FLSA:
Non‑Exempt. Full Time: 40 hours per week. FTE: 1.0. Salary information is an estimate; the final offer will be based on experience, education, and skills.

Greater Phoenix Area, Phoenix, AZ USA.

Talent Acquisition, Office of Human Resources

talent

Complete the online application in its entirety; provide a cover letter that clearly indicates how your skills and professional experience meet the Minimum and Preferred qualifications.