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Administrative Associate

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Position Details

Position Information

Title Administrative Associate
Department Family and Community Medicine (0704)
Location University of Arizona Health Sciences
Position Summary

The Department of Family and Community Medicine (DFCM) is seeking applicants for the position of Administrative Associate to facilitate the DFCM Research and Outreach Programs and the Resident Scholarly Project Program.

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
  • Provide administrative support to the Vice Chairs for Research and Outreach.
  • Create and maintain FCM Research and Outreach websites. Maintain lists of faculty publications, presentations, collaborations and outreach activities.
  • Support Resident Scholarly Project Program (e.g., coordinate with residency program administrative staff to schedule meetings, prepare program handbook, maintain records).
  • Coordinate faculty search process for Research and Outreach, including developing candidate schedules and travel arrangements and coordinating with candidate, committees and FCM faculty.
  • Staff Research and Outreach Leadership Group meetings (e.g., develop meeting agendas, coordinate audio/video needs).
  • Staff the DFCM IRB Committee (e.g., review IRB applications for forms compliance) under the direction of the Chair.
  • Confer with faculty, staff and residents to provide technical advice, problem solving assistance, and answer questions related to research administration or departmental outreach functions; refer to appropriate department personnel and University departments as needed.
  • Work with Technical Writer, Grants Manager and Research Administration Office to track planned proposal submissions and fundraising activities and create a submission timeline for PIs.
  • Work with UA Office of Contract and Research Support and state contracting agencies to facilitate the process of contract approvals and renewals.
  • Assist research faculty in conducting searches for federal funding opportunities.
  • Assist research and outreach faculty with reference management (e.g., maintain reference database) and survey development (e.g., implementation of survey questions in Qualtrics) and manuscript submission.
  • Administer research pilot studies (e.g., create project materials; enter data, human subjects reporting).
  • Prepare periodic reports, financial statements and records on program activities, progress, status or other special reports for management or outside agencies.
  • Coordinate and arrange quarterly PI Account Reconciliation meetings.
  • Assist with the preparation, review and analysis of various financial reports and reconciliations.
  • Prepare expense and travel reimbursements and travel authorizations for Research Faculty and Staff to submit to the FCM Business Office for processing and authorization.
  • Create and maintain grant files, update and maintain current account listing.
  • Other duties as specified by the Vice Chair for Research and the Vice Chair for Outreach.
Knowledge, Skills, & Abilities
  • Knowledge of office and administrative practices and principles.
  • Knowledge and skill in accounting and budgeting procedures and techniques.
  • Skill in the use of personal computers and 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

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
  • Skill in organizing work of self and others.
  • Ability to effectively communicate with faculty, administrative staff, outside agencies and medical residents.
  • Knowledge of UA Human Subject Protection Program policies and procedures.
  • Knowledge of Community of Science, Pivot or other funding search engines.
  • Two years experiencing using reference management software (e.g., Reference Manager, EndNote) and Qualtrics survey design software.
  • Knowledge of organizational practices.
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 - $38,443 Annually, DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24592
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Claudia Gallego
Phone: 520-626-2402

Open Date 02/14/2018
Review Start Date 02/19/2018
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings
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
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • Hispanic Outlook in Higher Education
    • 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

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents