Executive Assistant II, Dean's Office (College of Medicine-Phoenix)

This Executive Assistant II, Dean's Office (College of Medicine-Phoenix) position is with University of Arizona in Phoenix, AZ. Track and maintain the Dean’s (and others’, as assigned) calendar and coordinate the scheduling of complex meetings; includes providing reminders to the Dean regarding schedules and appointments. Proactively anticipate and identify needs and assemble the right team and resources to assist the Dean's office in resolving issues and coordinating initiatives. Responsible for travel arrangements and itineraries for the Dean’s office, as well as managing travel and itineraries for visiting faculty (e.g., physician recruits, visiting professors, etc.) Prepare agendas, executive summaries, presentations, and other appropriate materials for meetings. Handle confidential information that could have an immediate negative impact on campus operations, performance, or value if shared beyond its intended audience. Attend ongoing training for procurement, travel, and Foundation classes to keep abreast of new rules or directives from these departments and ensure the COM-P Dean’s office is up to date and in compliance with UA and Foundation policies. Provide assistance to the Dean’s office, Vice Deans, faculty and outside organizations as needed. Act as a liaison to other programs, departments, or agencies providing guidance and necessary correspondence. Organize, edit, and develop program and presentation materials, detailed handouts, and maintain intricate tracking of projects, assignments, and due dates for events and projects for the office. Manage departmental phone inquiries, distribute mail, maintain the conference room calendar, update email distribution lists, track office supply inventory, and address issues as needed. Handle incoming calls and assist visitors, triaging requests as needed and relaying messages to the Dean and other relevant personnel. Serve as back up for other support staff positions, as assigned by Chief of Staff. Assist with special projects and other duties supporting the overall mission, as assigned. Coordinate office activities and operations to secure efficiency and compliance with all UA and UA COM-P policies. Oversee and resolve issues with the COM-P Dean’s office suite including ancillary departments. Knowledge, Skills, and Abilities (KSAs): Excellent verbal and written communication skills demonstrating high levels of emotional intelligence. Ability to convey accurate, complete information and maintain strict confidentiality when required. Proficient in Microsoft Office, including Word, Excel, and PowerPoint. Demonstrated professional and friendly demeanor when interacting with a variety of individuals. Ability to interact with and assist the public in a professional, courteous, and service-oriented manner.