Division Administrative Coordinator, Department of Internal Medicine (College of Medicine - Phoenix)

The University of Arizona•Phoenix, AZ

1d•Onsite

About The Position

The Division Administrative Coordinator position is a critical role which supports the daily operations of multiple divisions to enhance academic effort in the Department of Internal Medicine. This position will be responsible for reviewing/integrating timely communications on behalf of their leader, coordinating projects, calendars and systems between the University and the health system, to support the academic mission. A high degree of professionalism, organization, discretion, initiative, collaboration and ability to follow instructions while using good judgment is expected. Skills are required in both oral and written communications, and computer proficiency in Microsoft Word, Excel, and Outlook are essential. This position requires the handling of sensitive and confidential reports, as well as identifying solutions and resolving administrative problems.

Requirements

Knowledge of organizational practices and policies.
Skills in professional writing and editing.
Ability to effectively communicate.
Ability to prioritize workload to meet deadlines.
Proficiency in Microsoft Office programs.
Ability to maintain confidentiality and safeguard information.
Ability to work with academic and administration staff members and students.
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.

Nice To Haves

Strong collaborator and relationship-builder, both internally and externally, with outstanding verbal and written communication skills.
Expertise in managing multiple and competing demands/projects and delivering against aggressive goals.
Self-starter with the ability to take the initiative on projects.
Previous experience supporting administrative leaders and programs in an academic medical center environment.

Responsibilities

Coordinates, schedules and monitors daily schedules for multiple Division Chiefs.
Collaborates with faculty across multiple divisions to assist in streamlining and monitoring research and academic activities.
Recommends improvement strategies for enhanced efficiencies for multiple divisions.
Take ownership of faculty recruitment processes across divisions, including scheduling stakeholder meetings, drafting candidate itineraries, and organizing candidate logistics.
Support and coordinate on-site interviews, working closely with search committees and candidates to ensure smooth experiences.
Assist in the preparation of budgets and exercise responsible financial management consistent with university policies.
Monitor and control expenses across multiple divisions including p-card reconciliation, travel authorizations, and disbursement vouchers compliance and accuracy.
Demonstrate working knowledge of fund types (e.g., general operating, grant, gift, endowment, clinical revenue) and their allowable uses.
Consult with finance, grants administration, or compliance offices when navigating ambiguous or high-risk transactions.
Proactively flag and resolve potential funding conflicts or policy violations before submission.
Manage and coordinate divisional grand rounds and other key academic events, handling scheduling, logistics, and financial arrangements.
Lead and coordinate UA student engagement initiatives across divisions.
Oversee the planning and execution of divisional events such as symposia and special occasions, managing invitations, speaker communication, honorarium, and budget monitoring.
Coordinate with internal teams to produce promotional materials, newsletters, and digital content.
Liaise with external partners and vendors for branded merchandise, advertising, and sponsorships.