Executive Assistant, Department of Neurosurgery (Full-time)

This position will provide high-level executive support to the Department Head of Neurosurgery, managing their daily activities. These activities will include providing expert calendaring support, travel arrangements, and correspondence; preparing the conference room and documents for meetings; and providing financial transaction support for the Department Head of Neurosurgery and other faculty members within the department. The position will also serve as a liaison to the University and the College of Medicine partners. The successful candidate will demonstrate initiative, resourcefulness, high proficiency, and comfort in multitasking, as well as strong customer service skills and excellent oral and written communication skills.

• This is an in-office position, with the majority of the work being performed in-office and limited ability for a hybrid work arrangement.

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!
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Department Head and Unit Executive Support:

• Perform multifaceted executive responsibilities to support the department chair, faculty members, and the overall operations of the Department of Neurosurgery.
• Prepare and disseminate complex reports, presentations, and background materials for leadership and leadership meetings.
• Serve as the department Promotion and Tenure Coordinator.
• Serve as primary point of contact for internal and external customers, including addressing and resolving sensitive and confidential in-person and phone inquiries and concerns.
• Compile and create specialized unit correspondence, including memos, letters, contracts and proposals, based on specific Department of Neurosurgery knowledge and data. Edit and create agendas and minutes.
• Manage multiple calendars and appointment prioritization, schedule meetings.
• Coordinate travel arrangements and reimbursement, including but not limited to making hotel reservations, booking flights, paying for conference registration fees, etc.

Special Projects:

• Assist with external communications related to the department of Neurosurgery events and programs.
• Manage and create the department's newsletter, social media accounts, and website.

Financial:

• Process various financial transactions such as paying vendors and processing disbursements, including submission of the appropriate statements and documentation for UA, UA Foundation, PCard and FSO Compliance. Assists staff with purchases or financial processing as needed. Will serve as the primary point of contact for UA Accounts Payable.

Administrative Support:

• Collect, sort, and distribute mail, manage forms, handouts, and reference material; update as needed. Maintain various posting boards.

• Perform general office work such as scanning and making paper copies, faxing materials, filing, ensuring office files are current and organized, and ordering office supplies.

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.

• Up to 1 year of relevant work experience may be required.
• Bachelor's degree or equivalent advanced learning attained through experience required.

• Experience in the healthcare industry.
• Experience within the University of Arizona in a similar or related role.
• Experience providing administrative support to high-level C Suite executives.

Angela Castillo | acastillo2@arizona.edu