Assistant to the Chair, Child Health (College of Medicine-Phoenix)

The College of Medicine - Phoenix is seeking an experienced administrative assistant who is ready for their next career move as an Assistant to the Chair in the Department of Child Health. This is an exciting opportunity to become part of a fast-growing department. This position will report to the chair while working closely with all the administration of the college, helping managing day-to-day research, educational, clinical and administrative missions to ensure smooth day-to-day operations.

The ideal candidate will possess excellent organizational skills, be able to multitask in a fast-paced environment, have excellent written and verbal communication skills, and a professional demeanor. Also, the incumbent should be able to maintain sensitivity with confidential information, and pose computer proficiency in Microsoft Word, Excel and Outlook.

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!

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Chair Support

• Provide the highest level of support and assistance to the Chair of the department.
• Communicate regularly and efficiently with high level officials at the College of Medicine, Phoenix Biomedical Campus, Phoenix Children's Hospital and the University.
• Inform the Director of situations and conflicts requiring immediate attention and when appropriate.
• Develop and manage day-to-day administrative support operations of the office apprising the Chair of central issues and activities of the College of Medicine.
• Maintain daily schedule deciding priorities in relation to events of the day.
• Adjust appointments and other events to accommodate emergencies and urgent matters.
• Compose correspondence, reports and other written material of a confidential nature as needed.
• Coordinate and provide necessary backup and supporting materials for meetings.
• Collaborates with Office of Faculty Affairs, Human Resources & TReO to coordinate faculty and staff recruitments and other committees as needed.

Financial Management Activities

• Purchases and bill pay for the department (p-card documentation, DV's travel reimbursements) for department of Child Health Faculty including PCRI faculty.
• Maintain finance filing systems as required.
• Approves and authorizes expenditures or actions for administrative and operational needs sometimes requiring higher level signatures.

Executive Scheduling

• Represents the university, college, or project at meetings on behalf of the Chair.
• Schedules the Chairs daily and travel calendars. Arrange travel plans and itineraries for national and international travel.
• Perform complex assignments that demand careful coordination with those within and external to the College of Medicine.
• Independently determine and direct a course of action for incoming inquiries from faculty and external agencies regarding programs and services, as it relates to the Director's schedule.
• Preparation and design of materials and agendas for meetings and take meeting minutes.
• Manage all logistics for meetings (room reservations, technical support, food and beverages, parking arrangements, communication to participants, etc.).
• Schedule interviews and manage logistics for job applicants.

Department Support

• Support new faculty onboarding of new faculty and staff in DoCH and PCRI.
• Support department faculty meetings in coordination with faculty coordinators.
• Assists in the coordination and implementation of multiple projects.
• Manages files in shared drives to ensure backup is available upon request.

General Office Operations

• Composes confidential correspondence on own initiative when required.
• Organize office documents as required (phone lists, inventory, etc.).
• Coordinates business affairs, personnel matters, and may interpret policies and procedures.
• Investigates, evaluates, and resolves typical administrative and operational problems or situations impacting staff/faculty work unit.

Knowledge, Skills, and Abilities:

• High degree of attention to detail.
• Excellent data entry skills.
• Excellent organizational skills.

• 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.

• Experience with prioritizing multiple projects and achieving desired results and deadlines.
• Possesses intermediate or advanced proficiency in Microsoft Office applications.

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

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