Executive Assistant, Urology

The Executive Assistant will provide executive-level support to the Department of Urology Chair. The ideal candidate will exercise sound judgment in a variety of situations and have strong written and verbal communication administrative time management and organizational skills; social and emotional intelligence; and the ability to triage & manage multiple priorities and projects. The successful candidate will have the ability to work independently on projects from conception to completion and work under pressure with deadlines to discreetly handle a variety of activities and confidential matters.

• Visa sponsorship is not available for this position.

Outstanding U of A 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!

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Provide administrative support to the Department Chair including:

• Manage the Department Chairs calendar prioritizing and scheduling meetings conferences presentations interviews and appointments based on department priorities.
• Prepare briefing materials summarizing background information pending decisions and follow-up items for the Department Chairs upcoming commitments.
• Prepare agendas and detailed minutes for meetings led by the Department Chair and track action items through completion.
• Coordinate travel for the Department Chair including flights hotels and conference registrations and prepare expense reimbursements in accordance with university travel policy.

Manage correspondence and inquiries on behalf of the Department Chair including:

• Research prioritize and follow up on correspondence on behalf of the Department Chair; draft and edit letters memoranda reports presentations and other communications for internal and external stakeholders.
• Review incoming inquiries interpret applicable department college and university policies and procedures and determine the appropriate course of action referral or response.
• Responsible for the department purchasing card for general expenses including expense documentation and reconciliation according to university policy guidelines.

Coordinate meetings presentations interviews and department events including:

• Plan and coordinate logistics scheduling and participant communications for workshops retreats and conferences.

• Provide logistical support for in-person and online meetings.
• Coordinate planning and execution of department events (e.g. graduation Tucson Urological Society Nurse Practitioner Appreciation Drach Visiting Professor).
• Coordinate faculty recruitment including scheduling candidate interviews preparing itineraries and corresponding with candidates.

Support department faculty processes and communications including:

• Coordinate faculty promotion and tenure dossiers and award nominations review submissions for completeness against college and university requirements and compile grant submission paperwork.

• Prepare informational materials (e.g. flyers newsletters presentations) for community outreach.
• Maintain faculty activity records in the faculty activity reporting system and compile standard reports for accreditation academic program reviews and faculty annual reviews.
• Coordinate processes for proctorships observer ships and guest lecturers including verifying required documentation. Create and maintain contact lists (e.g. Arizona urologists community business contacts).

Perform additional administrative duties including:

• Serve as back-up for other Department of Urology support staff.

Knowledge Skills & Abilities:

• Ability to manage calendars coordinate schedules organize work and effectively manage multiple priorities projects and tasks.
• Ability to exercise sound judgment demonstrate resourcefulness and resiliency and identify effective solutions in a variety of situations.
• Ability to demonstrate dependability accountability initiative and a strong commitment to completing assigned responsibilities.
• Ability to triage and manage multiple priorities projects and tasks.
• Ability to work collaboratively with colleagues and stakeholders to support shared goals and accomplish objectives.
• Ability to communicate professionally courteously and effectively through verbal and written communication.
• Ability to use Microsoft 365 applications including Teams and Office programs and adapt to other relevant software and technology tools.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelors degree or equivalent advanced learning attained through experience required.
• Minumum of 1 year of relevant work experience required.

Dr. Twiss

John Martin

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

Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum qualifications.