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Administrative Assistant (Phoenix, Arizona)

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Please see Special Instructions for more details.

Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.
Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).

References: Please list 3 professional references including address, title, phone and email address.

Position Details

Position Information

Title Administrative Assistant (Phoenix, Arizona)
Department COM Phx Campus Administration (0659)
Location Greater Phoenix Area
Position Summary

The College of Medicine – Phoenix is seeking an individual with excellent communication skills that will provide administrative support to research laboratories. A high degree of professionalism, organization, discretion, initiative, collaboration and ability to follow instructions while using good judgment and problem solving skills is expected. The candidate must possess the ability to communicate effectively with Primary Investigators and staff in both written and oral form. Computer proficiency in Microsoft Word, Excel and Outlook are essential to daily job functions. The candidate must be capable of performing various tasks independently and under the direction of a supervisor.

Responsibilities include the ability to organize complex schedules and travel arrangements. The candidate must also be able to multi-task, manage ongoing projects, and effectively communicate and collaborate with peers and researchers. Strong time-management skills are required to track progress of projects and ensure timely and efficient completion of tasks. The ideal candidate will be able to adapt and flex their support based on the needs of the departments they support.

The University of Arizona College of Medicine – Phoenix anchors the 28-acre Phoenix Biomedical Campus in the heart of the Valley of the Sun. The College inspires and trains individuals to become exemplary physicians, scientists and leaders who are life-long learners and inquisitive scholars. We embrace professionalism, innovation and collaboration to optimize health and health care for all. The Phoenix Biomedical Campus embodies the University’s priorities of engagement, partnership, innovation, and synergy in its world-class academic and research initiatives, with clinical facilities throughout Greater Phoenix. The campus also houses the UA Colleges of Public Health, Pharmacy, and Nursing, as well as Northern Arizona University’s College of Health and Human Services, the Translational Genomics Research Institute (TGen) and the International Genomics Consortium.

Outstanding UA 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 listed by Forbes as one of America’s Best Employers in the United States and WorldatWork and the Arizona Department of Health Services have recognized us for our innovative work-life programs. For more information about working at the University of Arizona, please click here.

Duties & Responsibilities
  • Performs a variety of administrative and/or secretarial support activities for supervisor such as composing replies to correspondence on own initiative, interpreting and explaining established policy and procedure in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by superior and investigating, evaluating and resolving problems within scope of position.
  • Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation, requiring application of a specialized knowledge of the assigned function.
  • Researches, summarizes and analyzes information; calculates statistics and compiles data to prepare special and recurring reports containing specialized or sensitive information following supervisor’s general direction; selects relevant information from a variety of sources.
  • Maintains and reconciles budgets for departmental, institutional or work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits; makes recommendations for purchases.
  • Implements new policies, procedures or practices impacted by decisions made by supervisor at meetings and conferences.
  • Coordinates business affairs, personnel matters and may interpret policies and procedures.
  • Serves as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
  • Opens and reviews all incoming mail; answers inquiries and composes correspondence on own initiative on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff. Signs supervisor’s name in accordance with established guidelines.
  • Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
  • Plans and arranges conferences or meetings under general instructions from supervisor; communicates arrangements to appropriate individuals.
  • Types or word processes correspondence, reports or other documents from rough draft, shorthand notes or dictaphone tapes; corrects grammar, spelling and punctuation errors; edits wording without changing intended message.
  • Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
  • May supervise, monitor or coordinate the activities of subordinates.
Knowledge, Skills, & Abilities
  • Knowledge of basic accounting/budgeting procedures.
  • Knowledge of standard office policies and procedures.
  • Skill in developing and maintaining good working relationships.
  • Skill in English composition, grammar, spelling and punctuation.
  • Skill in basic math.
  • Skill in the use of personal computer/software.
  • Ability to problem solve and make decisions.
  • Ability to effectively communicate.
Minimum Qualifications

Please see Arizona Board of Regents Minimum Qualifications below.

Arizona Board of Regents Minimum Qualifications

Four years of directly related experience; OR, a Certificate in Secretarial Science AND three years of directly related experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications
  • Experience making out-of-country travel arrangements.
  • Experience with prioritizing multiple projects and achieving desired results and deadlines.
  • Possess intermediate, or higher, Microsoft Office skills.
  • Experience with managing multiple calendars.
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Clerical and Office
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay $12.25 - $16.59 Hourly, Depending on Experience
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24185
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

College of Medicine-Phoenix
Office of Human Resources
COMPHX-HRServices@email.arizona.edu

Open Date 10/27/2017
Review Start Date 11/01/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicant

Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.


Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).


References: Please list 3 professional references including address, title, phone and email address.

Quick Link for Internal Postings http://uacareers.com/postings/22789
Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • ArizonaDiversity.com
    • Careerbuilder.com
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • HigherEdsJobs.com
    • Hispanic Outlook in Higher Education
    • Indeed.com
    • InsideHigherEd.com
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other
  2. * Please confirm that you understand that this position is located in Phoenix, Arizona.
    • I understand that this position is located in Phoenix, Arizona.
  3. * Do you have four years of directly related experience, or a Certificate in Secretarial Science AND three years of directly related experience, or any equivalent combination of experience, training and/or education?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents