Administrative Support Assistant III, Department of Medicine

This Administrative Support Assistant III, Department of Medicine position is with University of Arizona in Tucson, AZ. 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 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 and as directed. 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 onboarding. Perform Departmental administrative support duties as assigned, including, but not limited to, Grand Rounds scheduling and preparation, special projects (interdepartmental faculty/staff events and wellness events), and other support for the executive assistant to the Department Chair. 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 Abilities: Knowledge of and ability to apply principles of professionalism, organization, discretion, initiative, collaboration, and sound judgment in carrying out assigned responsibilities. Ability to communicate effectively, both orally and in writing, with faculty, professional staff, physicians, and colleagues to effectively support the needs of the division Proficiency in Microsoft Word, Excel, and Outlook is essential. Substantial technical skills preferred. Ability to exercise initiative and independent judgment in providing responsive and effective support to physicians and addressing needs as they arise. Ability to demonstrate strong attention to detail while efficiently managing multiple tasks, tracking project progress, ensuring appropriate follow-up, and meeting established deadlines.