University of Arizona · 3 weeks ago
Division Administrative Coordinator, Department of Internal Medicine (Phoenix)
Phoenix, AZ
Full-time
Onsite
Mid Level
$59K/yr - $74K/yr
3+ years expThe University of Arizona is seeking a Division Administrative Coordinator to support the daily operations of multiple divisions in the Department of Internal Medicine. This role involves coordinating projects, managing schedules, and overseeing financial management to enhance the academic mission of the department.
EducationHigher EducationNon ProfitUniversities
Responsibilities
Coordinates, schedules and monitors daily schedules for multiple Division Chiefs
Collaborate with faculty across multiple divisions to assist in the streamlining and monitoring of research and academic activities
Recommends improvement strategies for enhanced efficiencies for multiple divisions
Take ownership of faculty recruitment processes across divisions, including scheduling stakeholder meetings, drafting candidate itineraries, and organizing candidate logistics
Support and coordinate on-site interviews, working closely with search committees and candidates to ensure smooth experiences
Assist in the preparation of budgets and exercise responsible financial management consistent with university policies
Monitor and control expenses across multiple divisions including p-card reconciliation, travel authorizations and disbursement vouchers for compliance and accuracy
Demonstrate working knowledge of fund types (e.g., general operating, grant gift, endowment, clinical revenue) and their allowable uses
Consult with finance, grants administration, or compliance offices when navigating ambiguous or high-risk transactions
Proactively flag and resolve potential funding conflicts or policy violations before submission
Manage and coordinate divisional grand rounds and other key academic events, handling scheduling, logistics and financial arrangements
Lead and coordinate UA student engagement initiatives across divisions
Oversee the planning and execution of divisional events such as symposiums and special occasions, managing invitations, speak communication, honorarium, and budget monitoring
Coordinate with internal team to produce promotional materials, newsletters, and digital content
Liaise with external partners and vendors for branded merchandise, advertising and sponsorships
Qualification
Required
Bachelor's degree or equivalent advanced learning attained through professional level experience required
Three (3) years of relevant work experience, or equivalent combination of education and work experience
A high degree of professionalism, organization, discretion, initiative, collaboration and ability to follow instructions while using good judgment
Skills in both oral and written communications
Computer proficiency in Microsoft Word, Excel, and Outlook
Ability to handle sensitive and confidential reports
Ability to identify solutions and resolve administrative problems
Strong collaborator and relationship-builder, both internally and externally
Self-starter 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
Ability to maintain confidentiality and safeguard information
Ability to work with academic and administration staff members and students
Preferred
Expertise in managing multiple and competing demands/projects and delivering against aggressive goals
Previous experience supporting administrative leaders and programs in an academic medical center environment
Benefits
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!
Company
University of Arizona
University of Arizona is a public research university that offers bachelor’s, master’s, doctoral, and professional degree courses.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$88.9MKey Investors
US Department of EnergyGoogle.orgNational Science Foundation
2024-12-10Grant· $0.61M
2024-06-04Grant· $1M
2023-09-07Grant· $30M
Leadership Team
Chad Herzog
Associate Vice President, Arizona Arts
Recent News
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