Assistant to the Dean, Administrative Support Manager I (College of Medicine-Phoenix)

Updated: about 1 month ago
Location: Phoenix, ARIZONA
Job Type: FullTime
Deadline: Yes

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Assistant to the Dean, Administrative Support Manager I (College of Medicine-Phoenix)
Phoenix, AZ, United States
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Assistant to the Dean, Administrative Support Manager I (College of Medicine-Phoenix)
Posting Number req5276
Department COM Phx Campus Administration
Department Website Link College of Medicine-Phoenix
Location Greater Phoenix Area
Address 435 N. 5th St., Phoenix, AZ 85004 USA
Position Highlights

The Office of the Dean at The University of Arizona College of Medicine-Phoenix invites experienced Executive Assistants to apply for the position of Assistant to the Dean (Administrative Support Manager I). The Assistant to the Dean is charged with establishing and sustaining efficient coordination and operations of the Dean's Office. The Assistant to the Dean manages with a high level of autonomy, independent judgment and under limited supervision coordinates and executes essential functions including but not limited to: providing advanced administrative support to the Dean and other leadership within the Office, managing multiple executive leadership calendars, prioritizing the Dean’s time, managing daily action items for the Dean, scheduling regular meetings, tracking special projects, and supervising administrative assistants in a matrix operating environment. This position requires discretion and judgment in handling confidential and sensitive information.

The University of Arizona College of Medicine – Phoenix anchors the 28-acre Phoenix Biomedical Campus in the heart of the Valley of the Sun. The College inspires and trains individuals to become exemplary physicians, scientists and leaders who are life-long learners and inquisitive scholars. We embrace professionalism, innovation and collaboration to optimize health and health care for all. The Phoenix Biomedical Campus embodies the University’s priorities of engagement, partnership, innovation, and synergy in its world-class academic and research initiatives, with clinical facilities throughout Greater Phoenix. The campus also houses the UA Colleges of Public Health, Pharmacy, and Nursing, as well as Northern Arizona University’s College of Health and Human Services, the Translational Genomics Research Institute (TGen) and the International Genomics Consortium.

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 recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities
  • Determines priorities and coordinates daily activities of the division or college.
  • May supervise, monitor or coordinate the activity of other support staff. Advises, coordinates, and collaborates on special projects, which are highly complex and impactful to the college.
  • Gather, compile, verify, analyze and prepare information for the executive’s use in documents such as memos, letters, reports, speeches, presentations, and news releases.
  • Manage the daily activities of the Dean of the College of Medicine-Phoenix (COM-P) by overseeing and directing administrative processes.  This includes apprising the Dean of central issues and activities, maintaining the Dean's calendar, composing correspondence and reports, and coordinating meetings and related materials.
  • Serve as a liaison to the COM-P Department Heads, Center Directors, Deputy Deans, administration, faculty, staff, students, Banner, UArizona, and UAHS management team(s), outside agencies and the general public.
  • Analyze administrative and operational functions, review policy and procedure systems for efficiency, implement appropriate changes and system improvements. 
  • Interpret and implement university and outside agency rules, regulations, policies and procedures.  Review and approve operational documents. 
  • Respond to management and public requests for information and resolve politically sensitive issues.
  • Represent the University and College at meetings on behalf of the Dean. 
  • Perform complex assignments that demand careful coordination with those within and external to COM-P. 
  • Independently determine and direct a course of action for incoming inquiries from faculty and external agencies regarding programs and services. 
  • Communicate regularly and efficiently with high level officials at the College of Medicine, Phoenix Biomedical Campus, and the University.
  • Review monthly automated budget reports with accountant to make sure expenses are tracking appropriately. Communicate discrepancies and issues with senior management.
  • Additional duties as assigned.
Minimum Qualifications
  • Minimum of 3 years of related work experience or equivalent combination of education and work experience required.
  • Generally requires a Bachelor's degree.
Preferred Qualifications

• Bachelor's degree in a related field.

• 5 years direct experience as an Executive Assistant to C-suite, higher education or healthcare leadership.

• Proven knowledge of executive level administrative principles and practices.

• Proven ability to exercise discretion in working with highly confidential and sensitive matters.

• Aptitude in organizing operational activities and resolving personnel conflicts.

• Strong organizational, analytical, and problem-solving abilities.

• Demonstrated skill in emotional intelligence and with building interpersonal relationships.

• Excellent communication skills and ability to work with a wide range of people at all levels of the organization.

• Advanced skills utilizing Microsoft Office Suite (Teams, Powerpoint etc.), and more importantly, the ability to teach these skills to others.

• Demonstrated ability to accommodate and respond to shifting priorities and multiple, demanding projects, in a manner that is effective and efficient.

FLSA Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job FTE 1
Work Calendar Fiscal
Job Category Organizational Administration
Benefits Eligible Yes - Full Benefits
Rate of Pay Depending on Experience
Compensation Type salary at 1.0 full-time equivalency (FTE)
Grade 8
Career Stream and Level M1
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 6/14/2021
Expected End Date
Contact Information for Candidates

College of Medicine-Phoenix, Office of Human Resources

Open Date 5/11/2021
Open Until Filled Yes
Documents Needed to Apply Resume and Cover Letter
Special Instructions to Applicant

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

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

The University of Arizona has currently adopted a working environment and interview process in accordance with guidelines recommended by the CDC.

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 an Hispanic-serving institution and a Native American/Alaska Native-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.

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