Administrative Support Assistant II, Department of Medicine

The University of Arizona•Tucson, AZ

2d•Onsite

About The Position

The Department of Medicine at the University of Arizona College of Medicine – Tucson seeks a highly organized and professional Administrative Support Assistant II to support the ACGME-accredited Internal Medicine Residency Program. This position provides administrative and operational support to the Program Manager, Program Coordinators, Program Director, Associate Program Directors, and Chief Residents. Responsibilities include maintaining resident records, supporting recruitment and onboarding activities, coordinating conferences and events, assisting with financial and purchasing processes, and assisting with residency management systems. The successful candidate will demonstrate strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities. This includes the ability to prioritize assigned tasks, follow established procedures, and resolve routine issues, escalating complex matters to appropriate leadership when necessary. The Internal Medicine Residency Program is a highly collegial, mid-sized academic training program that offers diverse educational experiences across multiple state-of-the-art training sites. This position provides an exciting opportunity to contribute to the success of the residency program and its trainees while serving as a key member of the administrative team supporting the College of Medicine –Tucson's tripartite mission of education, research, and patient care. Visa sponsorship is not available for this positions.

Requirements

High school diploma or equivalent, or equivalent learning attained through experience required.
Minimum of three (3) years of relevant work experience, or equivalent combination of education and work experience required.
Strong organizational, time management, and multitasking skills.
Excellent verbal and written communication skills.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Ability to prioritize competing deadlines in a fast-paced academic environment.

Nice To Haves

Experience with university purchasing, financial reconciliation, or procurement processes.
Experience coordinating meetings, conferences, events, or recruitment activities.
Experience working with University of Arizona specific financial systems.

Responsibilities

Maintain resident and program files, including electronic and paper records, ensuring accuracy and compliance with institutional requirements.
Prepare correspondence, agendas, manuals, reports, meeting materials, and supporting documentation as directed by program leadership.
Answer and screen telephone calls, respond to routine inquiries, distribute mail, and serve as a resource regarding residency program operations and requirements.
Update and maintain residency website content and assist with program communications.
Support day-to-day administrative operations and provide general assistance to residency leadership, faculty, residents, and staff.
Assist with maintenance and reconciliation of departmental purchasing card transactions, ensuring documentation and receipts are collected and submitted in accordance with university policies.
Monitor office supply inventories and coordinates procurement of materials necessary for program operations.
Assist with routine purchasing, financial tracking, and administrative processes supporting residency program activities.
Assist with planning and coordination of educational conferences, meetings, orientations, recruitment events, and graduation activities.
Coordinate meeting logistics, including scheduling, room reservations, audiovisual needs, catering arrangements, and distribution of materials.
Maintain conference schedules and assist with communication of educational activities to residents, faculty, and staff.
Provide administrative support for residency recruitment activities, including maintaining applicant records, preparing recruitment materials, coordinating interview logistics, and assisting with applicant correspondence.
Support selected activities within the Electronic Residency Application Service (ERAS) and other recruitment platforms as directed.
Maintain recruitment documentation and assist with preparation for interview season and Match-related activities.
Maintain resident and program information within the New Innovations residency management system.
Assist with data entry, evaluation tracking, routine reporting, and other residency management system functions supporting program operations and accreditation requirements.