• Job Description

  Req#: req17254

  Administrative Associate
  Posting Number	req17254
  Department	Medicine
  Department Website Link	https://deptmedicine.arizona.edu/
  Location	University of Arizona Health Sciences
  Address	1501 N. Campbell Ave., , Tucson, AZ 85724 USA
  Position Highlights	The Department of Medicine is seeking an Administrative Associate (Administrative Support Assistant III) to support the Division of Infectious Diseases and its faculty. A high degree of professionalism, organization, discretion, initiative, collaboration and ability to follow instructions while using good judgment is expected. Skill is required in both oral and written communications, and computer proficiency in Microsoft Word, Excel, and Outlook is essential. The position requires the incumbent to show initiative and independent judgment. They will work independently under the direction of the Lead Admin, keep official records, handle problems and non-routine situations by determining the approach or action to take, and interpret guidelines, procedures, policies and practices, using professional vocabulary, tact, discretion and judgment. Effective communication with faculty, professional staff and work colleagues will be necessary. The incumbent will independently propose solutions to problems for manager review, requiring innovation and creativity. Strong organizational skills are necessary to efficiently complete tasks and track progress of projects, ensuring follow-up and timely completion. Independently providing administrative support for assigned physicians will be required. Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA 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 click here .
  Duties & Responsibilities	Investigates, evaluates and resolves typical administrative/operational problems or situations impacting the staff/faculty/research/Petersen Clinics work units. Serves as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints. Follows divisional policies and schedule for answering and screening phone calls, as well as coordinates information according to patient needs while following HIPAA regulations. Composes confidential correspondence on own initiative or under the directive of the supervisor. Participates in meetings and conferences pertinent to area of responsibility. Prepares meeting agendas, records meetings, and prepares meeting minutes. Maintain all physician clinical schedules as appropriate. Processes Department of Medicine financial transactions including p-card purchases, disbursement vouchers and other on-line forms. Processes and coordinates scheduling and time-off requests for faculty and staff. Compiles time reporting information for payroll purposes and submits to the business office in the absence of the lead admin. Processes weekly Charge Holds report for Banner billings. Approves/authorizes expenditures or actions for administrative and operational needs, which sometimes require higher level signatures. Arranges itineraries and travel for faculty. Assists in hiring and travel processes, such as the development of itineraries, the coordination of lodging, meeting coordination and on-boarding. Assists with the re-credentialing process for caregiver staff. Organizes and/or prepares departmental administrative and financial reports, analyzes, summarizes and interprets information, and recommends action to be taken. Investigates and tracks data with Excel tools, filters, and functions to provide interpretative reports and graphs (charts). Maintains and updates information and messaging on Division web pages. Maintains social media sites to promote division research activities and fellowship recruitment. Knowledge, Skills and Abilities Extensive knowledge and experience with Excel and Google Docs.
  Minimum Qualifications	High school diploma or equivalent, or equivalent learning attained through experience required. Five (5) years of relevant experience is required.
  Preferred Qualifications	* Experience with scheduling platforms.
  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	$20.33 - $24.50
  Compensation Type	hourly rate
  Grade	5
  Career Stream and Level	OC3
  Job Family	Administrative Support
  Job Function	Organizational Administration
  Type of criminal background check required:	Name-based criminal background check (non-security sensitive)
  Number of Vacancies	1
  Target Hire Date
  Expected End Date
  Contact Information for Candidates	Heather Hendrych | hhendrych@arizona.edu
  Open Date	8/15/2023
  Open Until Filled	Yes
  Documents Needed to Apply	Resume and Cover Letter
  Special Instructions to Applicant	If invited for an interview, please provide three professional references.
  Diversity Statement	At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

• About the company

  95194 The University of Arizona is a public land-grant research university in Tucson, Arizona.

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