Administrative Associate - Division of Nephrology

Position Details

Position Information

Title Administrative Associate - Division of Nephrology
Department Medicine (0713)
Location University of Arizona Health Sciences
Position Summary

The Division of Nephrology and the Arizona Kidney and Vascular Center (AKVC) in the Department of Medicine is recruiting for a senior level Administrative Associate to directly support the Division Chief with various administrative functions. The selected candidate must possess a high degree of professionalism, organizational skills, discretion, and initiative. Strong oral and written communication skills, along with a proficiency in Microsoft applications and Outlook is essential.

The individual in this position will require independent judgement and have the ability to work in a fast paced and changing environment. He/she will work under the direction of the Division Chief and support with administrative activities such as coordinating and scheduling meetings, composing correspondence, coordinating business and personnel affairs, maintaining records, attending meetings and handling problems and non-routine situations as they arise. The candidate must be able to effectively lead and represent the division from an administrative perspective.

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
  • Serve as the administrative lead and primary point of contact for the division and Chief.
  • Coordinate general administrative functions to include monitoring division accounts/expenditures, assisting with personnel matters, informing management of issues and taking corrective action.
  • Provide direction and guidance to other division administrative staff.
  • Manage Division Chief’s calendar – coordinate with other business units and outside parties to schedule/reschedule meetings, address conflicts, etc.
  • Organize and coordinate guest visits, events, special projects, dinners, etc.
  • Organize and coordinate committee meetings and guest speaker engagements to include completing necessary documents specific to the organization, as needed.
  • Organize travel arrangements for Division Chief to include completing all necessary UA forms, booking flights and hotel, creating binders containing details associated with the trip (itinerary, flight/hotel info, meeting agenda, travel authorization, etc.) and process travel reimbursements.
  • Assist with the development of the “Peek of Week” division flyer for upcoming activities, conferences, research series, etc.
  • Maintain division contact list/directory.
  • Assist with maintaining UA Vitae data and updating CV/NIH Biosketch for the Division Chief.
  • Compile approved time off forms, complete division time report for UA faculty/staff and submit to the business office bi-weekly.
  • Investigate, evaluate and work with other division administrative staff to resolve typical administrative/operational problems or situations impacting the staff/faculty work unit.
  • Serve as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
  • Participate in meetings and conferences pertinent to area of responsibility.
  • Evaluate and recommend operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
  • Compose confidential correspondence on own initiative or under the directive of the Division Chief.
  • Arrange divisional meetings, distribution of communications, preparation of agendas, and recording and maintaining meeting minutes as directed by the Division Chief.
  • Assist in hiring processes such as development of itineraries, coordination of lodging, meeting coordination and onboarding processes with the help of other divisional administrators.
  • Set divisional standards for filing of documents, maintenance of academic and institutional files, including copying and scanning duties.
  • Assist with ordering supplies or equipment, as needed.
  • Interact with multiple regional, national and international organizations where the Division Chief has a leadership role, both in the context of meetings and other calendar events but also with regard to being the University of Arizona facilitator in these settings.
  • Play a leadership role with regard to certain administrative aspects of the AKVC including the translational research and clinical research programs of the same.
  • Work with the Division Director and other divisional leadership on facilitating outreach and growth for AKVC .
  • Work with the Division Director on any and all initiatives that focus on the growth of the Division and the AKVC.
Knowledge, Skills, & Abilities
  • Understanding of hospital and clinic functions, policies and procedures.
  • Knowledge of accounting/budgeting procedures.
  • Excellent computer skills with experience in Microsoft Office Suite and data management.
  • Experience and skill in organization and establishing priorities.
  • Strong data mining, problem solving and decision-making skills.
Minimum Qualifications
  • One or more years in an administrative role within an academic medical center.
  • One or more years of supervisory experience.
  • Please also see Arizona Board of Regents Minimum Qualifications below.
Arizona Board of Regents Minimum Qualifications

Bachelor’s degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR, five years of directly related administrative experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications
  • Previous experience in grant management.
  • Previous experience with national healthcare organizations or charities.
  • Knowledge of Banner and UA policies and procedures.
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
FLSA Exempt
Posted Rate of Pay $31,125 - $43,000 Annually, DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24226
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Tanya Gonzales
tgonzales@deptofmed.arizona.edu

Open Date 11/08/2017
Review Start Date 11/13/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings http://uacareers.com/postings/23073
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 diverse perspectives and experiences, we encourage minorities, women, veterans, and individuals with disabilities to apply. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs.

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. * Do you have a Bachelor's degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR, five years of directly related administrative experience; OR, any equivalent combination of experience, training and/or education?
    • Yes
    • No
  3. * Do you have one or more years in an administrative role within an academic medical center?
    • Yes
    • No
  4. * Do you have one or more years of supervisory experience?
    • yes
    • No
  5. * Do you have previous experience in grant management?
    • Yes
    • No
  6. * Do you have knowledge of Banner and UA policies and procedures?
    • Yes
    • No
  7. * Do you have previous experience with national healthcare organizations or charities?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents