Division Administrative Coordinator, Department of Internal Medicine (College of Medicine - Phoenix)

The Department of Internal Medicine seeks to hire an Administrative Operations Professional I to support the Vice Chair of Research for Internal Medicine. The main responsibilities of this position include, but are not limited to, calendar support, including coordination of research activities, such as organizing seminar series, and internal pilot project funding to establish collaborative research, as well as facilitating general financial transactions, such as travel reimbursements.

This position will be responsible for reviewing/integrating timely communications on behalf of their leader, coordinating projects, calendars, and systems between the University and the health system, to support the academic mission. A high degree of professionalism, organization, discretion, initiative, collaboration, and ability to follow instructions while using good judgment is expected. Skills are required in both oral and written communications, and computer proficiency in Microsoft Word, Excel, and Outlook is essential. This role requires handling sensitive and confidential reports, identifying solutions, and resolving administrative issues.

This position may have regular business in the Banner Health facility and is subject to occupational health screening requirements.

• Visa sponsorship is not available for this position.

The University of Arizona has been recognized for its innovative work-life programs. For more information about working at the University of Arizona and relocation services, please click here.

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.

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.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

• Strong collaborator and relationship-builder, both internally and externally, with outstanding verbal and written communication skills.
• Expertise in managing multiple and competing demands/projects and delivering against aggressive goals.
• Self-starter with the ability to take the initiative on projects.
• Previous experience supporting administrative leaders and programs in an academic medical center environment.

Office of Talent Acquisition

talent@arizona.edu

Application: The online application should be completed in its entirety. Blank or missing information may be considered an incomplete submission.

Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).