Administrative Support Assistant III

The Administrative Support Assistant will perform varied advanced secretarial and administrative work unique to the CON simulation team requiring initiative and independent judgment. The Administrative Assistant will collaborate with the simulation team across locations and report to the Simulation Director. Keep official records and recommend improvements to administrative processes. This work also requires use of business vocabulary, tact, discretion and judgment.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Scheduling and Preparation:

• Schedules simulation-based education activities according to site specific needs using a variety of forms and technology.
• Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
• Plans and arranges meetings under general instructions from supervisor; communicates arrangements to appropriate individuals.

Resource Management and Acquisition:

• Maintains and reconciles supply and resource inventories.
• Maintains equipment preventative maintenance and repair records.
• Monitors expenditures and performs simple analysis on accounts.
• Prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits.
• Communicates with vendors and obtains quotes.
• Collaborates with business office to obtain purchase orders and reconcile purchases.

Data Collection and Reports:

• Gathers, organizes and maintains operations data across sites that are needed to inform ongoing improvements.
• Researches, summarizes and analyzes information; calculates statistics and compiles data to prepare special and recurring reports containing specialized or sensitive information following supervisor's general direction; selects relevant information from a variety of sources.

Document and Resource Production:

• Produces and maintains simulation-based education documents (operator guides, faculty development items, durable and consumable resources inventory spreadsheets, etc.)
• Prints and laminates mediation bar code labels, equipment use guides, and other items frequently reused during simulation-based learning activities at multiple sites.
• Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation, requiring application of a specialized knowledge of the assigned function.

Other:

• Performs a variety of administrative and/or secretarial support activities for supervisor such as composing replies to correspondence, interpreting and explaining established policy and procedure in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by superior and investigating, evaluating and resolving problems within scope of position.
• Implements new policies, procedures or practices impacted by decisions made by supervisor at meetings and conferences.
• Serves as liaison to faculty, staff, students, alumni, outside agencies and the public concerning information, marketing, tours, and other events.
• Serves as public relations point of contact for SILC and works with Development Specialists to support acquisition of new resources.

Knowledge, Skills and Abilities:

• Knowledge of basic accounting/budgeting procedures.
• Knowledge of standard office policies and procedures.
• Skill in developing and maintaining good working relationships.
• Skill in English composition, grammar, spelling and punctuation.
• Skill in basic math.
• Skill in the use of personal computer/software.
• Ability to problem solve and make decisions.
• Ability to effectively communicate

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.

• High School diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

• One (1) or more years of experience working in a healthcare or healthcare education related environment .