Administrative Associate, Family & Community Medicine

The Department of Family and Community Medicine seeks an Administrative Associate to provide executive support to the department chair, front line customer service to department visitors and assist the business office and faculty with financial documentation, travel arrangements, and related tasks. The successful candidate will demonstrate strong organizational skills and excellent verbal and written communication and have the ability to perform and thrive in a fast-paced and multi-tasked environment. We are seeking candidates with initiative, resourcefulness, sound judgment, ability to distinguish priorities, and work independently or in a group with minimal supervision. This is a 40 hour a week, in person position located off main campus.

• Manages calendar scheduling, meeting and travel arrangements for the department chair.
• Answers telephone and greets visitors giving general information in response to inquiries.
• Maintains coverage of business office’s reception desk.
• Manage business office’s central email inbox, responsible for processing incoming requests or sorting and assigning them to business team members when necessary.
• Review and distribute all incoming mail and parcel delivery, prepares outgoing courier packages and coordinates drop off or pick up services.
• Draft, edit and distribute general correspondence, meeting agendas, presentations, or reports.
• Support academic, clinical and community initiatives.
• Prepare and process travel, expense reimbursements, shop catalogs orders, pcard reconciliation transactions, purchase orders, disbursement vouchers, and other financial transactions, documents, and forms.
• Check the financial documents for accuracy, completeness, and compliance with pertinent university regulations.
• Prepare periodic financial reports, financial statements, and records in support of the business office and meet with faculty investigators.
• Analyzes complex information from operations and communication. Laying out information in reports and documents in ways that enhances readability.
• Coordinate departmental employee and unit physical moves to include UITS lines, equipment and furniture.
• Liaise with UAHS Planning and Facilities on pending projects.
• Manages renovations to department space, initiating project estimates, meeting with project managers, seeing through completion.
• Coordinate move of offices for both existing employees and new hires and Banner Affiliates; includes coordination with University Information Technology Service (UITS) for relocation of equipment and service lines to ensure appropriate departmental assigned space is ready for occupancy.
• Serve as the Department Access Coordinator (DAC) and building manager for the department.
• Serve as the primary point of contact for the UA Key Desk for relevant departments.
• Work with Amer-X Security and in the DAC Portal to provide and remove building access for authorized personnel and provide schedule adjustments when necessary.
• Submit repair service request orders to Facilities Management and follows up for completion.
• Reconciles departments Facilities Management account monthly.
• Oversees maintenance of conference room and parking pass calendars, makes room reservations for meetings as needed.
• Runs departmental errands making deliveries and picking up from main campus.
• Event planning and coordination of in house events to include, but not limited to, arranging logistics, catering, manning and setup, and other duties specific to the type of event.
• Assists Department Manager with Faculty Affairs processes to include Promotions and New Faculty Titles as assigned.
• Act as a resource for the department leaders to ensure the needs for space, facility, shared research resources and equipment are considered for both exiting employees and new hires.
• Submits Surplus Property requests for department.
• Coordinate the departmental inventory process and update inventory files as necessary.
• Communicate with UITS team to provide updated account information for each line under the Department’s inventory, as well as act as main contact/coordinator for the respective department for UITS projects.
• Attend executive team meetings and prepare minutes for dissemination.
• Supports the Faculty Annual Review process and maintains materials in UAVitae.
• Performs general office work such as scanning and making copies, faxing materials, filing, ensuring office files are current and organized.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.