Administrative Associate, Family and Community Medicine

Administrative Associate, Family and Community Medicine Posting Number req21144 Department Family and Community Medicine Department Website Link www.fcm.arizona.edu Location University of Arizona Health Sciences Address 655 N Alvernon Way 228, Tucson, AZ 85711 USA Position Highlights The Department of Family and Community Medicine seeks and Administrative Associate to provide front line customer service to department visitors and assist the business office and faculty with financial documentation, travel arrangements, and related tasks. The successful candidate will demonstrate strong organizational skills and excellent verbal and written communication and have the ability to perform and thrive in a fast-paced and multi-tasked environment. We are seeking candidates with initiative, resourcefulness, sound judgment, ability to distinguish priorities, and work independently or in a group with minimal supervision. This is a 40 hour a week, in person position located off main campus. 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 . Duties & Responsibilities Answers telephone and greets visitors giving general information in response to inquiries. Maintains coverage of business office's reception desk. Manage business office's central email inbox, responsible for processing incoming requests or sorting and assigning them to business team members when necessary. Reviews and distributes all incoming mail and parcel delivery, prepares outgoing courier packages and coordinates drop off or pick up services. Compose general correspondence. Coordinate departmental employee and unit physical moves to include UITS lines, equipment and furniture. Liaise with UAHS Planning and Facilities on pending projects. Coordinates renovations to department space, initiating project estimates, meeting with project managers, seeing through completion. Coordinate with the departments regarding the move of offices for both existing employees and new hires; includes coordination with University Information Technology Service (UITS) for relocation of equipment and service lines to ensure appropriate departmental assigned space is ready for occupancy. Serve as the Department Access Coordinator (DAC) and building manager for the department. Serve as the primary point of contact for the UA Key Desk for relevant departments. Work with Amer-X Security and in the DAC Portal to provide and remove building access for department staff, faculty, residents, and fellows and provide schedule adjustments for Department keyless access panels when necessary. Submit repair service request orders to Facilities Management and follows up for completion. Reconciles departments Facilities Management account monthly. Assists with maintenance of conference room and parking pass calendars, makes room reservations for meetings as needed. Runs departmental errands making deliveries and picking up from main campus. Event planning and coordination of in house events to include, but not limited to, arranging logistics, catering, manning and setup, and other duties specific to the type of event. Prepare and process travel, expense reimbursements, shop catalogs orders, Pcard transactions, purchase orders, disbursement vouchers, and other financial transactions, documents, and forms. Check the financial documents for accuracy, completeness, and compliance with pertinent university regulations. Prepare periodic reports, financial statements, and records in support of the business office. Analyzes complex information from operations and communication. Laying out information in reports and documents in ways that enhances readability. Manages calendar scheduling and meeting arrangements for the department chair. Act as a resource for the department leaders to ensure the needs for space, facility, shared research resources and equipment are considered for both exiting employees and new hires. Submits Surplus Property requests for department programs. Coordinate the departmental inventory process. Update inventory files as necessary. Communicate with UITS team to provide updated account information for each line under the Department's inventory, as well as act as main contact/coordinator for the respective department for UITS projects. Minimum Qualifications High school diploma or high school diploma equivalency is required. Minimum of 5 years of relevant experience, or equivalent combination of education and work experience. Preferred Qualifications Experience with basic accounting procedures. Experience with UAccess Financials and UAccess Analytics. Experience with UA administrative office procedures and policies. 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 $20.33 - $25.41 Compensation Type hourly rate Grade 5 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 $20.33 Grade Range Midpoint $25.41 Grade Range Maximum $30.49 Career Stream and Level OC3 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 Liber | hrsimarizona.edu Open Date 11/8/2024 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant 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.Thesereports 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 cleryactarizona.edu.