Executive Assistant

Position Details

Position Information

Title Executive Assistant
Department Medicine (0713)
Location University of Arizona Health Sciences
Position Summary

The University of Arizona College of Medicine, Department of Medicine, is currently seeking an Executive Assistant to support the Office of the Chair, Dr. Monica Kraft. The incumbent will provide independent daily oversight of office operations, working as needed with the Office of the Dean, Office of Faculty Affairs, Senior VP Office, and other Arizona Health Science Center departments.

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
  • Manage the Chair’s complex calendar often using independent judgment when prioritizing or rearranging meetings.
  • Work closely with other executive or special assistants of University VIPs to schedule meetings.
  • Compose confidential correspondence.
  • Vetting emails daily and alerting Chair of deadlines, commitments, etc.
  • Ensure administrative coverage of Chair’s front office.
  • Regularly perform online article searches through Arizona Health Sciences Library (AHSL) web portal.
  • Triage incoming calls and correspondence to either personally handle or route where appropriate to other units or individuals within the department.
  • Manage Chair’s travel (national and international) arrangements and proactively coordinate the various aspects of planning including but not limited to – flights, lodging, ground transportation, registrations fees, agendas, necessary contacts, travel visas, country information, conference materials and presentations, and any necessary updates.
  • Ensure patient records received in office are sent to appropriate clinic/pharmacy.
  • Daily resolve politically sensitive operational issues while maintain confidentiality and employing independent judgment and decision-making.
  • File and maintain documents in both physical and electronic folders for ease of retrieval.
  • Interpret, implement and apply university rules, regulations, policies and procedures.
  • Organize all aspects of visits of high level candidates: Division Chiefs, Vice Chairs, etc. and regular faculty at Chairman’s request.
  • Supervise, monitor or coordinate the activities of subordinates.
  • Prepare and execute all aspects of Quarterly General Faculty meeting.
  • Schedule and maintain Monthly Leadership Meeting.
  • Draft agendas & compose and distribute minutes for monthly Leadership meetings, and quarterly departmental General Faculty meetings, etc.
  • Arrange conference lines via variety of modes; i.e. Zoom, Skype, etc.
  • Draft letters of recommendations on Chair’s behalf for medical students, residents, fellows, collaborators, etc. and uploads same on ERAS portal.
  • Draft letters of retention and support on Chair’s behalf.
  • Assist in creating/editing Power Point presentations.
  • Support Chair clinical agenda as required.
Knowledge, Skills, & Abilities
  • Knowledge of administrative principles and practices.
  • Knowledge of accounting and budgeting procedures and techniques.
  • Knowledge of supervisory practices and principles.
  • Skill in planning, analyzing and coordinating activities and establishing priorities.
  • Skill in the use of personal computer/software.
  • Ability to problem solve and make decisions.
  • Ability to effectively communicate.
  • High level of integrity, ethics and professionalism.
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
  • Experience in an academic setting with experience in administrative principles and practices.
  • Strong interpersonal skills including the ability to contribute to a positive organizational environment.
  • Advanced skill level in Microsoft Office: Outlook, Word, and PowerPoint.
  • General Excel experience.
  • Experience with working with senior administrators or executives.
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 - $55,000 Annually, DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24606
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Tanya Gonzales

Open Date 02/16/2018
Review Start Date 02/21/2018
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings http://uacareers.com/postings/26601
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
Optional Documents