Executive Assistant, Urology

University of Arizona; Tucson, Northern (AZ, KY); Hybride; USD 36 000 - 44 000; Plein temps

Avantages offerts par ce poste

Health insurance

Tuition reduction

Retirement plan

recreation access

Résumé du poste

University of Arizona is seeking an Executive Assistant to provide executive-level support to the Department of Urology Chair. The role requires strong judgment, excellent communication, and exceptional organizational skills to manage confidential matters and multiple priorities.

The successful candidate will work independently on projects from conception to completion, coordinating calendars, travel, and correspondence while ensuring deadlines are met in a fast-paced academic environment.

Qualifications

• Bachelor's degree or equivalent required.
• Minimum 1 year of relevant work experience required.
• Strong written and verbal communication skills.

Responsabilités

• Manage the Department Chair's calendar and schedule meetings.
• Prepare briefing materials for upcoming commitments.
• Prepare agendas and minutes for department meetings; track action items.
• Coordinate travel arrangements and expense reimbursements.
• Draft and edit letters, memoranda, and reports for stakeholders.
• Coordinate faculty recruitment logistics and candidate interviews.

Connaissances

Calendar management

Communication skills

Organizational skills

Microsoft 365

Formation

Bachelor's degree or equivalent

Outils

Microsoft Teams

Office 365

Description du poste

Address 1501 N. Campbell Ave. , Tucson, AZ 85719 USA

Position Highlights

The Executive Assistant will provide executive-level support to the Department of Urology Chair. The ideal candidate will exercise sound judgment in a variety of situations and have strong written and verbal communication, administrative, time management, and organizational skills; social and emotional intelligence; and the ability to triage & manage multiple priorities and projects. The successful candidate will have the ability to work independently on projects, from conception to completion, and work under pressure with deadlines to discreetly handle a variety of activities and confidential matters.

• Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state retirement plan; access to UA recreation and cultural activities; and more!

Duties & Responsibilities

Provide administrative support to the Department Chair, including:

• Manage the Department Chair's calendar, prioritizing and scheduling meetings, conferences, presentations, interviews, and appointments based on department priorities.
• Prepare briefing materials summarizing background information, pending decisions, and follow-up items for the Department Chair's upcoming commitments.
• Prepare agendas and detailed minutes for meetings led by the Department Chair and track action items through completion.
• Coordinate travel for the Department Chair, including flights, hotels, and conference registrations, and prepare expense reimbursements in accordance with university travel policy.

Manage correspondence and inquiries on behalf of the Department Chair, including:

• Research, prioritize, and follow up on correspondence on behalf of the Department Chair; draft and edit letters, memoranda, reports, presentations, and other communications for internal and external stakeholders.
• Review incoming inquiries, interpret applicable department, college, and university policies and procedures, and determine the appropriate course of action, referral, or response.
• Responsible for the department purchasing card for general expenses including expense documentation and reconciliation according to university policy guidelines.

Coordinate meetings, presentations, interviews, and department events, including:

• Plan and coordinate logistics, scheduling, and participant communications for workshops, retreats, and conferences.
• Provide logistical support for in-person and online meetings.
• Coordinate planning and execution of department events (e.g., graduation, Tucson Urological Society, Nurse Practitioner Appreciation, Drach Visiting Professor).
• Coordinate faculty recruitment, including scheduling candidate interviews, preparing itineraries, and corresponding with candidates.

Support department faculty processes and communications, including:

• Coordinate faculty promotion and tenure dossiers and award nominations, review submissions for completeness against college and university requirements, and compile grant submission paperwork.
• Prepare informational materials (e.g., flyers, newsletters, presentations) for community outreach.
• Maintain faculty activity records in the faculty activity reporting system, and compile standard reports for accreditation, academic program reviews, and faculty annual reviews.
• Coordinate processes for proctorships, observer ships, and guest lecturers, including verifying required documentation. Create and maintain contact lists (e.g., Arizona urologists, community business contacts).

Perform additional administrative duties, including:

• Serve as back-up for other Department of Urology support staff.

Knowledge, Skills & Abilities:

• Ability to manage calendars, coordinate schedules, organize work, and effectively manage multiple priorities, projects, and tasks.
• Ability to exercise sound judgment, demonstrate resourcefulness and resiliency, and identify effective solutions in a variety of situations.
• Ability to demonstrate dependability, accountability, initiative, and a strong commitment to completing assigned responsibilities.
• Ability to triage and manage multiple priorities, projects, and tasks.
• Ability to work collaboratively with colleagues and stakeholders to support shared goals and accomplish objectives.
• Ability to communicate professionally, courteously, and effectively through verbal and written communication.
• Ability to use Microsoft 365 applications, including Teams and Office programs, and adapt to other relevant software and technology tools.

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.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through experience required.
• Minumum of 1 year of relevant work experience required.

Preferred Qualifications

FLSA Non-Exempt

Full Time/Part Time Full Time

Number of Hours Worked per Week 40

Job FTE 1.0

Work Calendar Fiscal

Job Category Organizational Administration

Benefits Eligible Yes - Full Benefits

Rate of Pay $25.50 - $31.87

Compensation Type hourly rate

Grade 7

Compensation Guidance The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.
The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator .

Career Stream and Level PC1

Job Family Administrative Support

Job Function Organizational Administration

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies 1

Target Hire Date

Expected End Date

Contact Information for Candidates

Dr. Twiss

[e-mail]

John Martin

[e-mail]

Open Date 10/12/2026

Open Until Filled Yes

Documents Needed to Apply Resume and Cover Letter

Special Instructions to Applicant

Application: The online application should be completed in its entirety. Blank or missing information may be considered an incomplete submission.

Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum qualifications.

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at [e-mail].