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Executive Assistant

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Position Details

Position Information

Title Executive Assistant
Department Sarver Heart Center (0716)
Location University of Arizona Health Sciences
Position Summary

The Sarver Heart Center and Division of Cardiology, Department of Medicine seeks candidates for an Executive Assistant to the Director. This position is responsible for providing diverse, high-level administrative support and management of the day-to-day operational functions of the Office of the Center Director and Division Chief of Cardiology. Impact reach is internal (University constituents) and external (Banner partners, donor relations, community members interested in medical care and education, scholars visiting the Heart Center, corporate partners and local, national and international agencies).

The successful candidate will have the ability to take on a range of assignments and must exhibit a high level of professionalism and excellent customer service to patients, constituents, donors and stakeholders. Efficient organization, reliability, effective writing/communication skills, the ability to work independently, and strong analytical thinking are essential.

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

Administrative support for Center Director:

  • Prioritize and arrange meetings and appointments.
  • Answer and triage phone calls for Center’s main phone number.
  • Greet, assist and direct visitors, patients and donors.
  • Prepare a variety of clinical and research documents, presentations and business correspondence.
  • Prepare travel reservations, itineraries and related UA travel documents.
  • Determine and prepare background materials for meetings.
  • Develop agendas and take minutes for executive level meetings.
  • Exercise initiative and independent judgment to perform multiple projects and special assignments that involve politically sensitive problems and information.
  • Delegated decision-making and signature authority for administrative leadership in the center.
  • Organize and manage Sarver Heart Center Grand Rounds, itineraries, notices and related UA and UAR expense reimbursement documents.
  • Organize and manage visits for scientific and clinical recruitment to the center.

Administrative support for Chief, Division of Cardiology:

  • Coordinate patient appointments and procedures within Banner Health Network systems and processes.
  • Arrange business meetings and activities related to divisional, cardiovascular medicine service line and clinical research topics.
  • Prepare a variety of documents, presentations and business correspondence within the scope of the office of the Division Chief.
  • Coordinate and compile annual section faculty evaluations and prepare section bibliography.
  • Prepare and coordinate promotion and tenure packets for faculty.
  • Organize and manage faculty recruiting visits, coordinating through both University and Banner workflow business processes.
  • Exercise initiative and independent judgment to perform multiple projects and special assignments that involve politically sensitive problems and information.
Knowledge, Skills, & Abilities
Minimum Qualifications

Please 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 two years of directly related administrative experience; OR, six years of directly related administrative experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications
  • Proven knowledge of executive level administrative principles and practices.
  • Skill in planning, analyzing and coordinating activities and establishing priorities.
  • Ability to problem solve and make decisions.
  • High degree of organizational skill.
  • Excellence in communication and interpersonal relationships within complex organizations.
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 DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24596
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Charlotte Todd
ctodd@email.arizona.edu

Open Date 02/12/2018
Review Start Date 02/19/2018
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings http://uacareers.com/postings/26651
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. * Do you have a Bachelor's degree in Business or field pertinent to work unit AND two years of directly related administrative experience; OR, six years of directly related administrative experience; OR, any equivalent combination of experience, training and/or education?
    • Yes
    • No
  3. * Explain how an Executive Assistant plays a vital role within a workplace.

    (Open Ended Question)

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents