Administrative Associate, Department of Medicine

The Department of Medicine is seeking an Administrative Associate (Administrative Support Assistant III) to provide essential administrative support within our team. The successful candidate will initially be assigned to support the Division of Infectious Diseases, and will possess strong time management skills and the ability to work both independently and as part of a larger administrative team, including faculty, Division Managers, and staff. Under the direction of the Lead Admin, the Administrative Associate will work maintain official records, handle complex or non-routine situations by determining the appropriate course of action, and interpret guidelines, procedures, policies, and practices with tact, discretion, and sound judgment. The Administrative Associate will be expected to take initiative, communicate effectively, and maintain a high level of professionalism while supporting the Division's needs and providing independent, administrative support to assigned individual physicians.

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!

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• Manage complex clinic schedule change requests and update the Qgenda call schedule system, as well as the Google Docs schedule, with changes to faculty and fellows availability for inpatient and clinic service.
• Process and coordinate scheduling of meetings and time-off requests for faculty, which includes compiling time reporting information for payroll purposes and providing calendar support to confirm faculty availability, requiring the ability to prioritize and use sound judgement when securing meetings for assigned faculty.
• Participate in meetings and conferences pertinent to area of responsibility, including in the preparation of meeting agendas and meeting minutes.
• Process Division financial transactions; p-card, disbursement vouchers and other on-line forms.
• Process weekly Charge Holds report for Banner billings.
• Approve/authorize expenditures or actions for administrative and operational needs sometimes requiring higher level signatures.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting the staff/faculty/research/Petersen Clinics work units.
• Serve as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
• Follow divisional policies and schedule for answering and screening phone calls; coordinate information according to patient needs while following HIPAA regulations.
• Compose confidential correspondence on own initiative or under the direction of the supervisor.
• Coordinate the faculty and healthcare provider credentialing process.
• Arrange itineraries and travel for faculty.
• Assist in hiring and travel processes such as development of itineraries, coordination of lodging, meeting coordination, and on-boarding.
• Organize and/or prepare departmental administrative and financial reports, which includes analyzing, summarizing, and interpreting information, and make recommendations for the action to be taken.
• Investigate and track data with Excel tools, filters, and functions to provide interpretative reports and graphs/charts for Division needs.
• Maintain and update Division webpage information and messaging.
• Maintain social media sites to promote division research activities and fellowship recruitment.

Knowledge, Skills, and Abilities

• The role requires a high level of professionalism, organization, discretion, initiative, and collaboration, as well as the ability to follow instructions while exercising sound judgment.
• Effective communication, both oral and written, with faculty, professional staff, and colleagues is critical to meet the diverse needs of the division.
• Proficiency in Microsoft Word, Excel, and Outlook is essential.
• The individual in this position will need to demonstrate initiative and independent judgment in supporting physicians as needed.
• Attention to detail is crucial, along with the ability to efficiently manage tasks, track project progress, ensure follow-up, and meet deadlines.

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Five (5) years of relevant experience, or equivalent combination of education and work experience is required.