Executive Assistant

The Department of Pathology seeks highly qualified candidates to apply for an Executive Assistant position. The selected candidate will provide support for the Department Chair and other faculty and staff as needed. The main responsibilities of this position include but are not limited to: maintaining and managing the Department Chair's calendar, preparing meeting agendas, minutes, and other documents; processing travel, procurement, reimbursements, and other business transactions as needed for the Chair as well as research and assigned clinical faculty.

The ideal individual will have the ability to exercise good judgment in a variety of situations, strong written and verbal communication, administrative, and organizational skills, and the ability to manage multiple priorities. The successful candidate will have the ability to work independently on projects, from conception to completion, and work under pressure to discretely handle a variety of activities and confidential matters.

Within the areas of health care delivery, research and teaching, the Department of Pathology serves to bridge basic science and patient care. We continuously adapt to the medical needs of the patients we serve. We have taken a key role in the development of personalized medicine in coordination with our hospitals, the Arizona Cancer Center, additional Centers of Excellence (i.e., Sarver Heart Center) and the Southern Arizona VA Health Care System.

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. For more information about working at the University of Arizona and relocations services, please click here .

• Coordinates the day-to-day needs of the Department Chair's office.  
• Schedules department-wide meetings as well as meetings for assigned faculty members, reserves meeting rooms, produces meeting agenda, minutes and notes. Orders and arranges for delivery of refreshments to meeting location. 
• Prepares and disseminates presentations, and background materials for leadership and leadership meetings.  
• Provides department committee support.
• Compiles and creates specialized unit correspondence, including memos, letters, contracts and proposals.
• Performs general office work such as scanning and making copies, faxing materials, filing, ensuring office files are current and organized.
• Orders office supplies and submits facility management requests.
• Coordinates travel arrangements including making hotel reservations, booking flights, paying for conference registration fees, and processing travel authorizations and travel expense reports for Department Chair and assigned faculty members.
• Processes various transactions such as paying vendors, processing disbursement vouchers, and completing purchasing card forms.
• Coordinates title packets for new faculty.
• Coordinates the UA Vitae process for annual faculty evaluations, and scheduling evaluations with the Department Chair.
• Communicates deadlines and important communications to faculty.
• Maintains faculty CVs in UA Vitae.
• Coordinates the Promotion and Tenure process by: assisting/providing resources, compiling promotion packets with/for faculty promotions/requests, managing timelines ensuring completion and accuracy while communicating with Faculty Affairs and the final approvers.
• Coordinates faculty awards.
• Prepares course content and schedules for program academic PATH 415/515 and MedLearn courses.
• Maintains PATH 415/515 D2L website. 
• Confers with faculty and UA academic personnel to improve and problem-solve when necessary.
• Schedules classrooms/labs for Path 415/515 course and others as needed.  
• Sends email requests to lecturers with draft lecture/lab schedule.  
• Confirms faculty members ability to lecture.  
• Updates course syllabus as needed.  
• Uploads lab/lecture schedules to D2L.  

Knowledge, Skills, and Abilities

• Expert calendar management skills.
• Excellent time management and organizational skills.
• A strong work ethic and a high degree of reliability. 
• Resourcefulness and resiliency in finding answers and solutions. 
• Ability to triage and manage multiple priorities, projects, and tasks.
• Teamwork and collaboration skills.
• Ability to exercise good discretion and judgment in a variety of situations.
• Professional and courteous interpersonal and communication skills. 
• Strong verbal and written communication skills.
• Adept at a variety of software, particularly Microsoft Products such as Teams, Office, and other Microsoft 365 programs.

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

• Experience in the healthcare industry.
• Experience within the University of Arizona in a similar or related role.
• Experience providing administrative support to C-Suite executives.