Administrative Associate, Department of Medicine (Part Time)

Administrative Associate, Department of Medicine (Part Time)

Posting Number
req21513

Department
Medicine

Department Website Link
https://deptmedicine.arizona.edu/

Location
University of Arizona Health Sciences

Address
1501 N. Campbell Ave., Tucson, AZ 85724 USA

Position Highlights

The Division of Infectious Diseases, in the Department of Medicine, is seeking a part-time Administrative Associate (Administrative Support Assistant III) to provide administrative support the Division and its faculty. A high degree of professionalism, organization, discretion, initiative, collaboration, and ability to follow instructions while using good judgment is expected. Skill is required in both oral and written communications, and computer proficiency in Microsoft Word, Excel, and Outlook is essential. The incumbent will require initiative and independent judgement skills.

Duties will be conducted independently and they will work closely with other Administrative staff in the Division. The incumbent will keep official records, handle problems and non-routine situations by determining the approach or action to take, and interpret guidelines, procedures, policies and practices, using professional vocabulary, tact, discretion and judgement. Effective communication with faculty, professional staff and work colleagues will be necessary.

Strong abilities are required to efficiently complete tasks and track progress of projects, ensuring follow-up and timely completion. Independent administrative support of individual physicians will be required.

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

• Maintains QGenda schedule, and Google docs schedule for attendings' and fellows' inpatient and clinic service.
• Processes DOM financial transactions; p-card, disbursement vouchers and other online forms.
• Processes and coordinates scheduling and time-off requests for faculty and staff.
• Compiles time reporting information for payroll purposes and submits to the business office.
• Processes weekly Charge Holds report for Banner billings.
• Approves/authorizes expenditures or actions for administrative and operational needs sometimes requiring higher level signatures.
• Investigates, evaluates and resolves typical administrative/operational problems or situations impacting the staff/faculty/research/Petersen Clinics work units.
• Serves as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
• Follows divisional policies and schedules for answering and screening phone calls; coordinates information according to patient needs while following HIPAA regulations.
• Composes confidential correspondence on own initiative or under the directive of the supervisor.
• Participates in meetings and conferences pertinent to area of responsibility.
• Prepares meeting agendas and prepares meeting minutes.
• Arranges itineraries and travel for faculty.
• Manages hiring and travel processes such as development of itineraries, coordination of lodging, meeting coordination and onboarding.
• Manages the re-credentialing process for caregiver staff.
• Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends action to be taken.
• Investigates and tracks data with Excel tools, filters, and functions to provide interpretative reports and graphs (charts).
• Maintains and updates Division web page information and messaging.
• Maintains social media sites to promote division research activities and fellowship recruitment.

Minimum Qualifications

• High school diploma or equivalent, or equivalent learning attained through experience is required.
• Minimum of five (5) years of relevant experience is required.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.

Preferred Qualifications

FLSA
Non-Exempt

Full Time/Part Time
Part Time

Number of Hours Worked per Week
20

Job FTE
0.50

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 Hendrych | hhendrych@arizona.edu

Open Date
12/20/2024

Open Until Filled
Yes

Documents Needed to Apply
Resume and Cover Letter

Special Instructions to Applicant
If invited for an interview, please provide three professional references.

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 cleryact@arizona.edu.