Administrative Support Assistant III, Department of Medicine

Administrative Support Assistant III

The Department of Medicine is seeking an Administrative Support Assistant III to provide essential administrative support within our team. The successful candidate will initially be assigned to support the Division of Infectious Diseases and will possess strong time management skills and the ability to work both independently and as part of a larger administrative team, including faculty, Division Managers, and staff. The Administrative Support Assistant III will work to maintain official records, handle complex or non-routine situations by determining the appropriate course of action, and interpret guidelines, procedures, policies, and practices with tact, discretion, and sound judgment. The Administrative Support Assistant III will be expected to take initiative, communicate effectively, and maintain a high level of professionalism while supporting the Division's needs and providing independent administrative support to assigned individual physicians.

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 our innovative work-life programs. For more information about working at the University of Arizona and relocation services, please visit the provided link.

Duties & Responsibilities:

• Manage complex clinic schedule change requests and update the Qgenda call schedule system, as well as the Google Docs schedule, with changes to faculty and fellows availability for inpatient and clinic service.
• Process and coordinate scheduling of meetings and time-off requests for faculty, which includes compiling time reporting information for payroll purposes and providing calendar support to confirm faculty availability, requiring the ability to prioritize and use sound judgement when securing meetings for assigned faculty.
• Participate in meetings and conferences pertinent to area of responsibility, including the preparation of meeting agendas and meeting minutes.
• Process Division financial transactions; p-card, disbursement vouchers and other on-line forms.
• Process weekly Charge Holds report for Banner billings.
• Approve/authorize expenditures or actions for administrative and operational needs sometimes requiring higher level signatures.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting the staff/faculty/research/Petersen Clinics work units.
• Serve as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
• Follow divisional policies and schedule for answering and screening phone calls; coordinate information according to patient needs while following HIPAA regulations.
• Compose confidential correspondence on own initiative and as directed.
• Coordinate the faculty and healthcare provider credentialing process.
• Arrange itineraries and travel for faculty.
• Assist in hiring and travel processes such as development of itineraries, coordination of lodging, meeting coordination, and onboarding.
• Perform Departmental administrative support duties as assigned, including, but not limited to, Grand Rounds scheduling and preparation, special projects (interdepartmental faculty/staff events and wellness events), and other support for the executive assistant to the Department Chair.
• Organize and/or prepare departmental administrative and financial reports, which includes analyzing, summarizing, and interpreting information, and make recommendations for the action to be taken.
• Investigate and track data with Excel tools, filters, and functions to provide interpretative reports and graphs/charts for Division needs.
• Maintain and update Division webpage information and messaging.
• Maintain social media sites to promote division research activities and fellowship recruitment.

Knowledge, Skills & Abilities:

• Knowledge of and ability to apply principles of professionalism, organization, discretion, initiative, collaboration, and sound judgment in carrying out assigned responsibilities.
• Ability to communicate effectively, both orally and in writing, with faculty, professional staff, physicians, and colleagues to effectively support the needs of the division.
• Proficiency in Microsoft Word, Excel, and Outlook is essential. Substantial technical skills preferred.
• Ability to exercise initiative and independent judgment in providing responsive and effective support to physicians and addressing needs as they arise.
• Ability to demonstrate strong attention to detail while efficiently managing multiple tasks, tracking project progress, ensuring appropriate follow-up, and meeting established deadlines.

Minimum Qualifications:

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Five (5) years of relevant experience, or equivalent combination of education and work experience is required.

Preferred Qualifications:

• Bachelor's Degree Preferred.
• Computer Technology Proficient.
• Bilingual English/Spanish.
• Basic financial knowledge: creating invoices, purchase orders, payroll, travel expenses.
• Experience working in a clinical/hospital setting.

FLSA - Non-Exempt

Full Time/Part Time - Full Time

Number of Hours Worked per Week - 40

Job FTE - 1.0

Work Calendar - Fiscal

Job Category - Organizational Administration

Benefits Eligible - Yes - Full Benefits

Rate of Pay - $20.33 - $25.41

Compensation Type - hourly rate

Grade - 5

Career Stream and Level - OC3

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 - Gerry View email address on click.appcast.io

Open Date - 9/11/2026

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).

Notice of Availability of the Annual Security and Fire Safety Report - In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at View email address on click.appcast.io.