Administrative Support Assistant III, Department of Medicine

The Department of Medicine is seeking an Administrative Support Assistant III to provide essential administrative support within our team. The successful candidate will initially be assigned to support the Division of Infectious Diseases and will possess strong time management skills and the ability to work both independently and as part of a larger administrative team, including faculty, Division Managers, and staff. The Administrative Support Assistant III will work to maintain official records, handle complex or non-routine situations by determining the appropriate course of action, and interpret guidelines, procedures, policies, and practices with tact, discretion, and sound judgment. The Administrative Support Assistant III will be expected to take initiative, communicate effectively, and maintain a high level of professionalism while supporting the Division's needs and providing independent administrative support to assigned individual physicians.

• Visa sponsorship is not available for this position.

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• Manage complex clinic schedule change requests and update the Qgenda call schedule system, as well as the Google Docs schedule, with changes to faculty and fellows availability for inpatient and clinic service.
• Process and coordinate scheduling of meetings and time-off requests for faculty, which includes compiling time reporting information for payroll purposes and providing calendar support to confirm faculty availability, requiring the ability to prioritize and use sound judgement when securing meetings for assigned faculty.
• Participate in meetings and conferences pertinent to area of responsibility, including the preparation of meeting agendas and meeting minutes.
• Process Division financial transactions; p-card, disbursement vouchers and other on-line forms.
• Process weekly Charge Holds report for Banner billings.
• Approve/authorize expenditures or actions for administrative and operational needs sometimes requiring higher level signatures.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting the staff/faculty/research/Petersen Clinics work units.
• Serve as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
• Follow divisional policies and schedule for answering and screening phone calls; coordinate information according to patient needs while following HIPAA regulations.
• Compose confidential correspondence on own initiative and as directed.
• Coordinate the faculty and healthcare provider credentialing process.
• Arrange itineraries and travel for faculty.
• Assist in hiring and travel processes such as development of itineraries, coordination of lodging, meeting coordination, and onboarding.
• Perform Departmental administrative support duties as assigned, including, but not limited to, Grand Rounds scheduling and preparation, special projects (interdepartmental faculty/staff events and wellness events), and other support for the executive assistant to the Department Chair.
• Organize and/or prepare departmental administrative and financial reports, which includes analyzing, summarizing, and interpreting information, and make recommendations for the action to be taken.
• Investigate and track data with Excel tools, filters, and functions to provide interpretative reports and graphs/charts for Division needs.
• Maintain and update Division webpage information and messaging.
• Maintain social media sites to promote division research activities and fellowship recruitment.

Knowledge, Skills & Abilities:

• Knowledge of and ability to apply principles of professionalism, organization, discretion, initiative, collaboration, and sound judgment in carrying out assigned responsibilities.
• Ability to communicate effectively, both orally and in writing, with faculty, professional staff, physicians, and colleagues to effectively support the needs of the division
• Proficiency in Microsoft Word, Excel, and Outlook is essential. Substantial technical skills preferred.
• Ability to exercise initiative and independent judgment in providing responsive and effective support to physicians and addressing needs as they arise.
• Ability to demonstrate strong attention to detail while efficiently managing multiple tasks, tracking project progress, ensuring appropriate follow-up, and meeting established deadlines.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Five (5) years of relevant experience, or equivalent combination of education and work experience is required.

• Bachelor's Degree Preferred.
• Computer Technology Proficient.
• Bilingual English/Spanish.
• Basic financial knowledge: creating invoices, purchase orders, payroll, travel expenses.
• Experience working in a clinical/hospital setting

Gerry Flores

gflores007@arizona.edu

Application: The online application should be completed in its entirety. Blank or missing information may be considered an incomplete submission.

Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).