Executive Assistant II, Undergraduate Medical Education - Yuma Regional Campus (College of Medicine)

The University of Arizona•Yuma, AZ

1d•Onsite

About The Position

The Executive Assistant II will provide a high level of administrative support for the Vice Dean of Medical Education and Assistant Dean of Clinical Curriculum, College of Medicine Phoenix, Yuma Branch. This role manages day-to-day inquiries and office operations for the Yuma Dean’s office. This individual will be highly organized, able to multitask in high-traffic areas, and responsible for triaging email, written, telephone, and in-person communications, seeking the input and guidance of the Vice Dean and Assistant Dean. Executive Assistant II will manage calendars, research, prepare special reports, coordinate departmental meetings, prepare meeting agendas, take minutes, track action items to completion, and manage curriculum as needed. The Executive Assistant must be detail-oriented and have excellent writing, editing, and spelling skills to assist with correspondence and drafting communications. This position is based on the Yuma Campus. Visa sponsorship is not available for this position.

Requirements

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.
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, Word, Excel, and PowerPoint.
Demonstrated professional and friendly demeanor interacting with various individuals.
Ability to interact with and assist the public in a professional, courteous, and service-oriented manner.

Nice To Haves

Cutting edge skills utilizing organizational software such as OneNote, Adobe Suite, database development and management skills, SAP experience.
Professional caliber social media communications and experience with SharePoint.
Commitment to the Core Concepts of Patient and Family Centered Care and adherence to organizational conduct standards and guidelines.
Experience in providing exceptional customer service while effectively assisting both internal and external stakeholders.

Responsibilities

Track and maintain Vice and Assistant Dean’s (and others assigned) calendar and coordinate scheduling of complex meetings; includes providing reminders regarding schedule and appointments.
Proactively anticipate and identify needs and assemble the right team and resources to assist the Yuma Dean's office in resolving issues and coordinating initiatives.
Responsible for travel arrangements and itineraries for the Yuma 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 which could have 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 all new rules or directives from these departments to ensure the COM-P Yuma Dean’s office is up to date and in compliance with UA and Foundation policies.
Provide assistance to the Yuma Dean’s office, 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/presentation materials, detailed handout materials, 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 Yuma Vice Dean and other relevant personnel.
Serve as back up for other support staff positions, as assigned.
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/UA COM-P policies.
Oversee and problem solve issues with the COM-P Yuma Dean’s office suite including ancillary departments.