Executive Assistant, Department of Neurosurgery

The Department of Neurosurgery is seeking an experienced Executive Assistant to provide high-level support to the Department Head. These activities include providing expert calendaring support, travel arrangements, correspondence, preparing conference room and documents for meetings, and financial transaction support for the Department Head and other faculty members within the department. The position will also serve as the liaison to University and College of Medicine partners. The successful candidate will exercise initiative, resourcefulness, high proficiency and comfort in a multi-tasking environment, and possess strong customer service,, and excellent oral and written communication skills.

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!

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• Perform multifaceted executive responsibilities to support the department chair, faculty members, and the overall operations of the Department of Neurosurgery.  
• Prepare and disseminate complex reports, presentations, and background materials for leadership and leadership meetings.
• Serve as the department Promotion and Tenure Coordinator.
• Serve as primary point of contact for internal and external customers, including addressing and resolving sensitive and confidential in-person and phone inquiries and concerns.
• Compile and create specialized unit correspondence, including memos, letters, contracts and proposals, based on specific Department of Neurosurgery knowledge and data. Edit and create agendas and minutes. 
• Manage multiple calendars and appointment prioritization, schedule meetings.
• Coordinate travel arrangements and reimbursement, including but not limited to making hotel reservations, booking flights, paying for conference registration fees, etc. 
• Assist with external communications related to the department of Neurosurgery events and programs.
• Manage and create the department's newsletter, social media accounts, and website. 
• Process various financial transactions such as paying vendors and processing disbursements, including submission of the appropriate statements and documentation for UA, UA Foundation, Pcard and FSO Compliance. Assist staff with purchases or financial processing as needed.
• Perform general office work such as scanning and making paper copies, faxing materials, filing, ensuring office files are current and organized, and ordering office supplies.
• Collect, sort, and distribute mail, manage forms, handouts, and reference material; update as needed. Maintain various posting boards.

Knowledge, Skills, and Abilities

• Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Knowledge of office and administrative practices and procedures.
• Ability to problem solve and make decisions.
• Demonstrated effective verbal and written communication, excellent grammar, composition, and proofreading.
• Ability to work in a team-based environment.
• Ability to function well independently, setting priorities in a dynamic environment with frequent interruptions.
• Excellent organizational skills, ability to multi-task, meet deadlines, and manage competing priorities.
• Ability to work effectively with a diverse range of individuals.

• Bachelor's degree or equivalent advanced learning attained through experience required.
• One (1) year of relevant work experience required.