Executive Assistant, Clinical Departments (College of Medicine-Phoenix)

Executive Assistant, Clinical Departments (College of Medicine-Phoenix)

The College of Medicine Phoenix is seeking an experienced Administrative Support Professional who is ready for their next career move. This position will work closely with Senior Leadership (Chair/Chief/Director), Department Administrator, Senior Executives, faculty, and staff of the assigned clinical departments, helping them manage their educational, clinical, and research missions. The ideal candidate will possess excellent organizational skills, the ability to multitask in a fast-paced environment, strong written and verbal communication skills, and a professional demeanor. Also, the incumbent should be able to maintain sensitivity with confidential information and possess computer proficiency in Microsoft Word, Excel, and Outlook.

Outstanding U of A 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; state retirement plan; access to UA recreation and cultural activities; and more! The University of Arizona has been recognized for its innovative work-life programs.

Duties & Responsibilities - Leadership support: Assist in managing day-to-day administrative support operations of the department/office. 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, and take meeting minutes. Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty units. 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, with direction. (such as 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 units. 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: Compose confidential correspondence when required, as directed. 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: Demonstrated ability to build and maintain positive working relationships. Proficiency in English composition, including grammar, spelling, and punctuation. Competence in performing basic mathematical calculations. Skilled in using personal computers and related software applications. Proficient in Microsoft Outlook Suite. Capable of analyzing problems and making sound decisions. Effective in both verbal and written communication.

Minimum Qualifications - Bachelor's degree or equivalent advanced learning attained through experience required. One year of relevant work experience may be required.

Preferred Qualifications - Experience with prioritizing multiple projects and achieving desired results and deadlines. Experience with managing multiple calendars. High degree of flexibility. High degree of attention to detail. Excellent data entry skills. Excellent organizational skills.

FLSA - Non-Exempt

Full Time/Part Time - Full Time

Number of Hours Worked per Week - 40

Job FTE - 1

Work Calendar - Fiscal

Job Category - Organizational Administration

Benefits Eligible - Yes - Full Benefits

Rate of Pay - $25.50 - $31.87

Compensation Type - hourly rate

Grade - 7

Compensation Guidance - The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The Grade Range represents a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level - PC1

Job Family - Administrative Support

Job Function - Organizational Administration

Type of criminal background check required: - Name-based criminal background check (non-security sensitive)

Number of Vacancies - 1

Contact Information for Candidates - Office of Talent Acquisition View email address on click.appcast.io

Open Date - 6/10/2026

Open Until Filled - Yes

Documents Needed to Apply - Resume and Cover Letter

Special Instructions to Applicant - 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).