Executive Assistant II, Department of Internal Medicine (College of Medicine-Phoenix)

The University of Arizona College of Medicine-Phoenix (COM-P) invites applications for the position of Executive Assistant. The Executive Assistant (EA) manages the COM-P Chair's daily activities for the Department of Internal Medicine, who also serves as the Vice-Dean of Clinical Affairs and Executive Director of Clinical Research. The COM-P Department of Internal Medicine is the largest department within the College of Medicine, with 650+ faculty members. As an extension of the Department Chair, the EA will serve as a spokesperson and first-line communicator with high-level internal and external contacts, orchestrating complex administrative duties and providing proactive research administration support.

The Executive Assistant must be able to accomplish multiple tasks in a fast-moving, professional environment. In addition, the incumbent must be able to focus in a work environment within an open, shared area. This includes the ability to maintain a high level of confidentiality in an open work environment.

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• Track and maintain the Chair of the Department's calendar and coordinate scheduling of complex and sensitive meetings that involve stakeholders across multiple college affiliations and academic partners, such as Banner University Medical Center-Phoenix; maintain flexible and proactive scheduling systems (UA COM-P and Banner) to accommodate shifting calendars and priorities.
• Serve as the primary administrative contact/liaison for the Chair's correspondence (phone, email, and in-person) with high-level executives, research collaborators, and academia, clinical practice, and college partners; manage the Chair's mailbox, provide first-line communication for inbound requests, and proactively triage, track, and follow up on requests.
• Coordinate and ensure the appropriate meeting platform (e.g., Microsoft Teams, Zoom, in-person) is scheduled and accessible, while assisting with preparation to facilitate smooth and effective participation.
• Participate in pre-event meetings for upcoming presentations, conferences, and engagements to identify key themes, coordinate logistics, and ensure all necessary preparations are in place.
• Manage intricate travel arrangements for the Chair, including itinerary planning, document preparation, and evaluating options for cost, convenience, and preferences; may also coordinate travel for other leaders and faculty.
• Process P-Card purchases, travel expense reports, reimbursements and reconciliation ensuring all documents are submitted and processed in a timely fashion according to deadlines.
• Track and manage detailed timelines for special projects, assignments, and deadlines related to events and initiatives.
• Assist with additional duties and projects that support the overall mission as assigned.
• Serve as the visible primary on-site representative for the Department of Internal Medicine's administrative office, providing assistance to faculty, internal teams, and external organizations as needed; facilitating connections, submitting work orders, coordinating meal arrangements, ordering supplies, and other situations as needed.
• Conduct initial triage for situations, processes, and events, providing recommendations to improve decision-making and optimize operational efficiency.
• Act as a liaison to arrange and facilitate interactions between the Department of Internal Medicine and academic affiliations, partners, college departments, and research entities or agencies, providing guidance to ensure effective communication, cooperation, and collaboration.
• Prepare meeting and presentation materials, conducting necessary research to ensure the Chair has the relevant information for informed decision-making.
• Assist the Chair in preparing letters of recommendation for trainees and faculty, ensuring the content is comprehensive and aligned with desired outcomes.
• Oversee and maintain the Department's website and other external-facing activities.
• Manage and adhere to the department's administrative and research project's budgets, providing input during the annual review process.
• Maintain the Chair's CV and research profile.
• Collaborate effectively with internal and external cross-functional administrative and research teams.
• Creates and prepares specialized reports as requested by the Chair to support decision-making or presentations.
• Serve as a key staff member and resource, managing confidential and sensitive personnel and business matters.
• Interpret and monitor information regarding operating policies and procedures to ensure compliance.
• Coordinate office activities and operations to secure efficiency and compliance with all UA/UA COM-P policies.
• Proactively anticipate and identify needs, assemble the appropriate team, and allocate resources to assist the Department in resolving issues and driving initiatives forward.
• Oversee the ordering and inventory management of office supplies.

Knowledge, Skills & Abilities:

• Demonstrated excellence in interpersonal, verbal, and written communication, with high emotional intelligence and the ability to build effective professional relationships.
• Advanced organizational skills with exceptional attention to detail; proven ability to thrive in fast-paced environments while effectively reprioritizing competing demands.
• Demonstrated excellence in customer service within complex, high-volume, external-facing environments.
• Ability to collaborate effectively within a team while exercising sound independent judgment, discretion, and decision-making authority in assigned areas of responsibility.
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• 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.

• Familiarity and experience working within an academic and/or healthcare setting.
• Experience with senior/executive-level staff with increasing levels of responsibility and independence.

Talent Acquisition, Office of Human Resources

talent@arizona.edu

Application: The online application should be completed in its entirety. Blank or missed 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).