Administrative Assistant (Department of Pediatrics)

The Department of Pediatrics is seeking an Administrative Assistant to join the Department's Business Office. This position will be stationed at the Front Desk and will facilitate general administrative functions while providing varied assistance to the department.

The position's primary duties and responsibilities may include communicating with internal and external stakeholders, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, composing correspondence and other documents as well as analyzing data, as needed.

At the University of Arizona Steele Children's Research Center within the Department of Pediatrics, we're not just advancing science; we're making a difference in the lives of children. As an Administrative Assistant, you'll be an integral part of a passionate, innovative team that's working to discover groundbreaking treatments and cures for pediatric diseases and play a key role in ensuring the ongoing success of work that directly impacts children and families in our community.

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; 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.

• Respond to non-routine and general inquiries from faculty, staff, students, alumni, public, and outside agencies using knowledge of departmental and institutional policies and procedures.
• Create and edit various agendas, minutes, proposals and presentation materials, as requested.
• Assist with the coordination of the Faculty Promotion and Tenure (P&T) process by gathering necessary information and documents related to faculty portfolios, ensuring appropriate communication.
• Collaborate with Faculty Affairs and Academic Affairs Offices to support the efficient and seamless execution of the Faculty Promotion and Tenure processes.
• Maintain and organize office spaces by ensuring office supplies, equipment, and workstations are stocked, functional, and well-kept, providing support for the overall office environment.
• Coordinate and assist with facility-related tasks, including managing work orders for moves, renovations, and locksmith services, ensuring requests are processed and completed in a timely manner.
• Maintain accurate records related to office and facility needs, documenting work orders, tracking progress, and ensuring proper follow-up actions are taken to support efficient office operations.
• Support the resolution of discrepancies or issues by collaborating with Facility Management and other departments, ensuring that billing, service quality, and task completion are properly addressed and documented.
• Provide support for the department's purchasing needs by assisting with the requisition process for new scientific lab equipment and supplies, gathering proper documentation to submitted and tracking orders.
• Assist with the review and organization of contracts related to the purchase of scientific materials and equipment, ensuring all required information is included for approval.
• Help maintain the departmental inventory by updating records for lab equipment and supplies, conducting regular inventory checks, and reporting any discrepancies.
• Provide support for departmental budgets by maintaining basic records for departmental or work unit accounts, tracking expenditures, and assisting with invoice processing under supervision.
• Purchasing Card (P-Card) management and program coordination. Create and maintain departmental processes, reporting structure and schedules.
• Create and update departmental files and databases. Ensure compliance with institutional policies.
• Receive and compose replies to requests for information and/or complaints. Elevate higher-level matters to supervisor, as appropriate.
• May assist with maintenance of website(s).

Knowledge, Skills and Abilities:

• Knowledge of Microsoft Office suite software.
• Knowledge of data base management.
• Ability to discern information from multiple documents.
• Attention to detail.
• Ability to work with diverse staff and faculty.

• High school diploma or high school diploma equivalency is required.
• Minimum of three (3) years of relevant experience, or equivalent combination of education and work experience.