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Administrative Associate - Division of Geriatrics, General Internal Medicine and Palliative Medicine

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Position Details

Position Information

Title Administrative Associate - Division of Geriatrics, General Internal Medicine and Palliative Medicine
Department Medicine (0713)
Location University of Arizona Health Sciences
Position Summary

The Division of Geriatrics, General Internal Medicine and Palliative Medicine (GGP) in the Department of Medicine is seeking an individual to provide administrative support and fellowship coordination.

The successful candidate must possess a high degree of professionalism, organizational skills, discretion and initiative. The incumbent will be expected to demonstrate the highest levels of confidentiality, integrity, punctuality and dependability while carrying out the daily responsibilities of the position. Strong oral and written communication skills along with a keen attention to detail is essential. The position will work closely with the Division Chief and be a liaison to the Graduate Medical Education office as well as interface with the offices of the Vice Chair of Education, Vice Chair of Research and Internal Medicine Residency Programs.

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
  • Administration, coordination and supervision of the one or more GGP Fellowship Programs.
  • Assist the Fellowship Program Directors with launching new ACGME fellowships and prepare packets required to apply for and open new fellowships.
  • Provide administrative support to the Fellowship Program Directors including scheduling of meetings, organize and/or prepare departmental administrative reports, track program expenses; coordinate distribution/collection of fellow evaluations, maintain personnel files, analyze, summarize and interpret information; recommend action to be taken.
  • Assist with writing and development of all fellowship required documentation, including preparation of accreditation materials, development of rotation goals and objectives and management of rewriting program materials in compliance with ACGME regulations and regulatory changes.
  • Work collaboratively with other fellowship administrative staff to ensure work unit operations are compliant with deadlines.
  • Compile fellowship performance metrics and assist with regular objective and data-driven program review.
  • Provide professional administrative support for Geriatric and Palliative Medicine fellows.
  • Lead fellowship recruitment, orientation and graduation, and coordinate arrangements for fellowship interviews.
  • Arrange travel for all fellows attending professional meetings or courses.
  • Maintain interest in career development within graduate professional education, including attendance at professional development events coordinated by the ACGME or GGP Specialty Societies.
  • Independent evaluation and collaborative development of training activities and professional milestones for GGP fellows in conjunction with other administrative staff, fellowship director, faculty and fellows.
  • Compile necessary documentation for site visits, programmatic reviews, and regulatory milestones.
  • Provide faculty administrative support, commensurate with divisional standards, and backup other administrative staff as required.
  • Perform a variety of administrative support activities such as composing replies to correspondence on own initiative, interpreting and explaining established policy and procedures in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by superior and investigating, evaluating and resolving problems within scope of position.
  • Research, summarize and analyze information; compile data to prepare special and recurring reports containing specialized or sensitive information following general direction; select relevant information from a variety of sources.
  • Arrange divisional meetings, formulate and distribute communications, prepare agendas, record and maintain meeting minutes as directed by the Division Chief.
  • Compose confidential correspondence on own initiative.
  • Coordinate annual UA Vitae process and assist faculty as needed.
  • Assist in recruitment processes such as development of itineraries, coordination of meetings and lodging, and with onboarding of new faculty.
  • Compile approved time off forms, complete division time report for UA faculty/staff and submit to the business office bi-weekly.
  • Coordinate business affairs, personnel matters and may interpret policies and procedures.
  • Participate in meetings and conferences pertinent to area of responsibility.
  • Maintain calendar(s) for assigned faculty as needed, prioritize and arrange meetings, conferences and appointments, make necessary travel reservations and itineraries; process expense reimbursements, and order supplies or other operational items needed.
  • Evaluate and recommend operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
Knowledge, Skills, & Abilities
  • Excellent computer skills with experience in Microsoft Office Suite and data management.
  • Strong organizational skills with the ability to prioritize multiple tasks and problem solve.
  • Ability to work independently and collaboratively in a team environment.
  • Knowledge of basic accounting/budgeting procedures.
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
  • Experience with New Innovations and ERAS.
  • Excellent written and verbal communication skills.
  • Experience with graduate medical education programs.
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 S24627
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 02/21/2018
Review Start Date 02/26/2018
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