Administrative Support Assistant II

Posting Number

req20460

Department

Medicine

Department Website Link

https://deptmedicine.arizona.edu/

Location

University of Arizona Health Sciences

Address

1501 N. Campbell Ave., Tucson, AZ 85724 USA

Position Highlights

The Department of Medicine is seeking candidates for an Administrative Support Assistant II to provide administrative support to the Program Manager, Program Coordinator, Program Director, Associate Program Directors and Chief Residents in the ACGME accredited Internal Medicine Residency Program. A high degree of professionalism, organization, discretion, initiative, ability to follow instructions and use of good judgment is expected. Skill is required in both oral and written communications, and computer proficiency is essential. The incumbent must be able to handle multiple projects and to work as a team member, communicating effectively with faculty.

The Internal Medicine Residency Program is a highly collegial, mid-sized academic training program that offers diverse experiences at multiple state-of-the-art training sites. It is a friendly program with high academic standards and rigorous clinical models, and residents gain exposure to a broad range of patients and faculty. This is an exciting opportunity to contribute to the success of the program and the residents, serving as a key part of the support team facilitating the advancement of the College of Medicine -Tucson's tripartite mission.

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; retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs.

Duties & Responsibilities

• Files documents, maintains resident files, including photocopying and scanning.
• Assists in the preparation of documentation and reports for the program.
• Receives, sorts, and distributes mail.
• Answers and screens phone calls, as well as provides information on residency requirements.
• Prepares manuals, agendas and correspondence with all supporting documentation as directed by supervisor.
• Assists with residency website design and revisions.
• Assists with maintaining and reconciling office P-card; makes sure all necessary receipts are received for transactions and sends them to the approver.
• Procures and monitors supply inventory.
• Assists with educational conferences or meetings under general instructions, communicates arrangement to appropriate individual(s).
• Assists in securing meeting rooms and maintaining meeting schedules.
• Assists in arranging catering for resident functions.
• Assists with coordinating monthly conference calendars.
• Assists in the planning and coordination of resident events such as graduation, orientation, and resident retreats.
• Provides support for recruitment activities, keeping files accurate and up to date; assists with recruitment correspondence.
• Assists with selected tasks in the ERAS system as directed.
• Responsible for select functions within New Innovations Residency database system.

Knowledge, Skills, and Abilities

• Ability to communicate effectively with different groups/individuals.
• Ability to handle confidential and sensitive information.

Minimum Qualifications

Preferred Qualifications

• Prior working experience with University of Arizona financial system.

FLSA

Non-Exempt

Full Time/Part Time

Full Time

Number of Hours Worked per Week

40

Job FTE

1.0

Work Calendar

Fiscal

Job Category

Organizational Administration

Benefits Eligible

Yes - Full Benefits

Rate of Pay

$18.15 - $22.69

Compensation Type

hourly rate

Grade

4

Compensation Guidance

The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.

The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Grade Range Minimum

$18.15

Grade Range Midpoint

$22.69

Grade Range Maximum

$27.23

Career Stream and Level

OC2

Job Family

Administrative Support

Job Function

Organizational Administration

Type of criminal background check required:

Name-based criminal background check (non-security sensitive)

Number of Vacancies

1

Target Hire Date

Expected End Date

Contact Information for Candidates

Heather Hendrych | [email protected]

Open Date

8/28/2024

Open Until Filled

Yes

Documents Needed to Apply

Resume and Cover Letter

Special Instructions to Applicant

If invited for an interview, please provide three professional references.

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. As a Hispanic-serving institution, 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 provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. 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.

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at [email protected].