Executive Assistant

Position Details

Position Information

Title Executive Assistant
Department Cancer Center Division (0721)
Location University of Arizona Health Sciences
Position Summary

The University of Arizona Cancer Center Division invites qualified professionals to join our team as the Executive Assistant to the Associate Director/Chief Administrative Officer. The Executive Assistant will coordinate and schedule a high volume of meetings, conferences and appointments, proof-read high-level documents, serve as project manager for complex activities such as site visits by government officials and board members, and grant applications. The successful candidate will be responsible for preparing meeting and project material, tracking multiple projects and preparing special reports, including independent drafting of such reports and correspondence. This high-level executive position serves as liaison to division chiefs, faculty, staff, students, physicians, outside agencies and the public.

This position requires a high degree of professionalism. Exercising initiative, resourcefulness, integrity, and good judgment will be essential.

The successful candidate will demonstrate comfort in multitasking; possess a strong customer service orientation; have excellent project management, information management, and organizational skills; and exhibit strong oral and written communication skills. The Executive Assistant must demonstrate the capacity to respond to a significant number of requests in a timely manner exercising diplomacy, discretion, and excellent judgment. The ideal candidate will have a strong background in grants and research.

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

Office Management:

  • Direct the preparation of administrative and financial reports; analyze and interpret information; make and implement decisions; compile and analyze data and prepare special and operating budgets.
  • Responsible for the management multiple calendars; room and meeting scheduling.
  • Offer support to administrative team when appropriate; this may include writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, transcribing dictation, editing, proofreading and other information preparation duties.
  • Direct patients, visitors, and other guests to appropriate place within the Cancer Center and throughout the University.
  • Answer and screen phone calls, manage expense reports, travel accommodation, open and sort mail, order office supplies when needed, and other office managerial duties as assigned.

Information Preparation:

  • Prepare meeting material; this may include gathering background research, providing agendas, creating action-plans and follow-up.
  • Proofread high-level correspondence including emails, newsletters, grant proposals, and other documents on strict deadlines.
  • Create agendas and meeting minutes for multiple meetings each week; maintain, track, and have available for review at any time.
  • Review and approve operational documents when appropriate.
  • Review and summarize grant information for Administrative team.
Knowledge, Skills, & Abilities
  • Effective communication and multi-tasking experience and outstanding interpersonal, customer service and telephone skills.
  • Ability to work independently, solve problems, prioritize and make decisions, yet can also develop and maintain good working relationships with others and be a team player.
  • Basic knowledge of NCI, NIH, NSF, and other grant-related organizations.
  • Knowledge of office and administrative practices and principles.
  • Ability to work under pressure and on tight deadlines.
  • Knowledge and skill in accounting and budgeting procedures and techniques.
  • Ability to effectively communicate with superiors, coworkers, and other offices at the University of Arizona.
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 ability to proofread and review documents.
  • Experience working in a high volume, visible, leadership office within an academic, executive, or medical director’s office.
  • Proficient experience working with data management programs and software; including: Microsoft Outlook, Word, PowerPoint, Access, Excel and the Internet.
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 $39,173 - $59,948 Annually, DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24613
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Jennifer Brown

Open Date 02/15/2018
Review Start Date 02/20/2018
Close Date
Open Until Filled
Special Instructions to Applicant
Quick Link for Internal Postings http://uacareers.com/postings/26739
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

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
  3. Reference/Referee Contact Information
Optional Documents