Administrative Support Assistant II, Department of Medicine

This Administrative Support Assistant II, Department of Medicine position is with University of Arizona in Tucson, AZ. Administrative Operations and Program Support: Maintain resident and program files, including electronic and paper records, ensuring accuracy and compliance with institutional requirements. Prepare correspondence, agendas, manuals, reports, meeting materials, and supporting documentation as directed by program leadership. Answer and screen telephone calls, respond to routine inquiries, distribute mail, and serve as a resource regarding residency program operations and requirements. Update and maintain residency website content and assist with program communications. Support day-to-day administrative operations and provide general assistance to residency leadership, faculty, residents, and staff. Financial and Office Operations: Assist with maintenance and reconciliation of departmental purchasing card transactions, ensuring documentation and receipts are collected and submitted in accordance with university policies. Monitor office supply inventories and coordinates procurement of materials necessary for program operations. Assist with routine purchasing, financial tracking, and administrative processes supporting residency program activities. Conference, Event, and Meeting Coordination: Assist with planning and coordination of educational conferences, meetings, orientations, recruitment events, and graduation activities. Coordinate meeting logistics, including scheduling, room reservations, audiovisual needs, catering arrangements, and distribution of materials. Maintain conference schedules and assist with communication of educational activities to residents, faculty, and staff. Recruitment and Applicant Support: Provide administrative support for residency recruitment activities, including maintaining applicant records, preparing recruitment materials, coordinating interview logistics, and assisting with applicant correspondence. Support selected activities within the Electronic Residency Application Service (ERAS) and other recruitment platforms as directed. Maintain recruitment documentation and assist with preparation for interview season and Match-related activities. Residency Management Systems and Data Support: Maintain resident and program information within the New Innovations residency management system. Assist with data entry, evaluation tracking, routine reporting, and other residency management system functions supporting program operations and accreditation requirements. Knowledge, Skills, and Abilities: Strong organizational, time management, and multitasking skills. Excellent verbal and written communication skills. Ability to maintain confidentiality and exercise sound judgment when handling sensitive information. Ability to prioritize competing deadlines in a fast-paced academic environment.