Administrative Support Professional I - Department of Surgery

The Department of Surgery is seeking an experienced Administrative Support Professional who is ready for their next career move. This position will work closely with Senior Leadership, faculty, and staff of the assigned department, helping them manage their educational, clinical, and research missions. The ideal candidate will possess excellent organizational skills, be able to multitask in a fast-paced environment, have strong written and verbal communication skills, and maintain a professional demeanor. Also, the incumbent should be able to maintain sensitivity with confidential information, and possess computer proficiency in Microsoft Word, Excel, and Outlook.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Provide administrative support to the Department of Surgery Administration Office including:

• Preparing, formatting and proofreading correspondence, reports, presentations, and other documents, ensuring accuracy and compliance with university and regulatory standards.
• Preparation for meetings, interviews, presentations, and special events.
• Answers telephone and greet visitors giving general information in response to inquiries.
• Support early-start meetings, including a standing Wednesday 7:00 a.m. meeting, with adjusted work hours as needed to ensure full preparation and participation.
• Maintains coverage of administration 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.
• Review and distribute all incoming mail and parcel delivery, prepares outgoing courier packages and coordinates drop off or pick up services.
• Prepare and process travel, expense reimbursements, shop catalogs orders, pcard reconciliation transactions, purchase orders, disbursement vouchers, and other financial transactions, documents, and forms.

Vice Chair of Research Support:

• Provide dedicated administrative and operational support to the Vice Chair of Research for departmental research initiatives and strategic priorities.
• Coordinate and schedule research-related meetings, committees, and working groups; prepare agendas, materials, and presentations, and record and distribute meeting minutes.
• Track action items, deadlines, and deliverables for research initiatives, ensuring timely follow-up and implementation.
• Assist with planning and logistics for research-focused events, workshops, retreats, and symposia in collaboration with research leadership.
• Support communication between the Vice Chair of Research, faculty, trainees, and internal/external stakeholders regarding research activities and initiatives.

Event Coordination:

• Manage and coordinate Department Grand Rounds and other key academic events, handling scheduling, logistics and financial arrangements.
• Oversee the planning and execution of department research events such as symposiums and special occasions, managing invitations, speaker communication, honorarium, and budget monitoring.
• Lead the planning and coordination of the annual Department graduation ceremony, managing timelines, logistics, communications with faculty and graduates, and on-site event execution to ensure a successful event.

Knowledge, Skills, and Abilities:

• Strong collaborator and relationship-builder, both internally and externally, with outstanding verbal and written communication skills.
• Self-started with the ability to take the initiative on projects.
• Knowledge of organizational practices and policies.
• Skills in professional writing and editing.
• Ability to prioritize workload to meet deadlines.
• Proficiency in Microsoft Office programs.
• Ability to maintain confidentiality and safeguard information.
• Ability to work with academic and administration staff members and students.

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.

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