Executive Assistant II, Dean's Office (College of Medicine-Phoenix)

The Executive Assistant II will provide a high level of administrative support for the Dean, College of Medicine Phoenix. Reporting to the Chief of Staff, this role manages day-to-day inquiries and office operations for the Dean's office. This individual must be highly organized, able to multitask in high-traffic areas, and responsible for triaging email, written, telephone, and in-person communications seeking input and guidance from the Dean, Chief of Staff, and Vice Deans, as indicated.

The Executive Assistant II will manage calendars, research and prepare special reports, coordinate departmental meetings, prepare meeting agendas, and take minutes while tracking action items to completion. The Executive Assistant II must be detail-oriented, possess excellent writing, editing, and spelling skills to assist with correspondence and the drafting of communications.

The University of Arizona College of Medicine - Phoenix anchors the 28-acre Phoenix Bioscience Core in the heart of the Valley of the Sun. The College inspires and trains individuals to become exemplary physicians, scientists and leaders who are life-long learners and inquisitive scholars. The Phoenix Biomedical Campus embodies the University's priorities of engagement, partnership, innovation, and synergy in its world-class academic and research initiatives, with clinical facilities throughout Greater Phoenix.

Visa sponsorship is not available for this position.

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!

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.

• Track and maintain the Dean's (and others', as assigned) calendar and coordinate the scheduling of complex meetings; includes providing reminders to the Dean regarding schedules and appointments.
• Proactively anticipate and identify needs and assemble the right team and resources to assist the Dean's office in resolving issues and coordinating initiatives.
• Responsible for travel arrangements and itineraries for the Dean's office, as well as managing travel and itineraries for visiting faculty (e.g., physician recruits, visiting professors, etc.)
• Prepare agendas, executive summaries, presentations, and other appropriate materials for meetings.
• Handle confidential information that could have an immediate negative impact on campus operations, performance, or value if shared beyond its intended audience.
• Attend ongoing training for procurement, travel, and Foundation classes to keep abreast of new rules or directives from these departments and ensure the COM-P Dean's office is up to date and in compliance with UA and Foundation policies.
• Provide assistance to the Dean's office, Vice Deans, faculty and outside organizations as needed.
• Act as a liaison to other programs, departments, or agencies providing guidance and necessary correspondence.
• Organize, edit, and develop program and presentation materials, detailed handouts, and maintain intricate tracking of projects, assignments, and due dates for events and projects for the office.
• Manage departmental phone inquiries, distribute mail, maintain the conference room calendar, update email distribution lists, track office supply inventory, and address issues as needed.
• Handle incoming calls and assist visitors, triaging requests as needed and relaying messages to the Dean and other relevant personnel.
• Serve as back up for other support staff positions, as assigned by Chief of Staff.
• Assist with special projects and other duties supporting the overall mission, as assigned.
• Coordinate office activities and operations to secure efficiency and compliance with all UA and UA COM-P policies.
• Oversee and resolve issues with the COM-P Dean's office suite including ancillary departments.

Knowledge, Skills, and Abilities (KSAs):

• Excellent verbal and written communication skills demonstrating high levels of emotional intelligence.
• Ability to convey accurate, complete information and maintain strict confidentiality when required.
• Proficient in Microsoft Office, including Word, Excel, and PowerPoint.
• Demonstrated professional and friendly demeanor when interacting with a variety of individuals.
• Ability to interact with and assist the public in a professional, courteous, and service-oriented manner.

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.
• Three (3) years of relevant work experience, or equivalent combination of education and work experience.

Application: The online application should be completed in its entirety. Blank or missed 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).