Executive Assistant

The University of Arizona is inviting applications from qualified individuals to serve as Administrative Operations Professional for the Clinical and Translational Science Initiative (CTSI) and various projects/units within the CTSI structure.

The CTSI is newly developed and will house the first-ever University of Arizona SW CACTI CTSA program, as well as a number of other programs. Reporting directly to Sally Radovick, MD, the Administrative Operations Professional will play a vital role in supporting the business, financial, and operational functions of the Clinical and Translational Science Initiative (CTSI) and projects/units within the CTSI structure. This position collaborates with the coordinator and leadership to execute key administrative processes including budget tracking, procurement, recruitment coordination, on-boarding, and day-to-day office management. The individual serves as a liaison between internal departments and campus offices to ensure compliance, efficiency, and continuity of operations.

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

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Operations:

• Assist in day-to-day operations, providing support to projects/units within the CTSI structure.
• Assists in analyzing and planning for the needs of staff, capital equipment and improvements, supplies and services, and takes appropriate action within budget limitations.
• Address specific operational issues and develop recommendations and action plans towards their resolution seeking direction and input from Supervisor.
• Apply critical thinking and decision-making skills to anticipate needs, resolve challenges, and recommend solutions in support of high-visibility initiatives.
• Collaborate with leaders to evaluate priorities, balance competing deadlines, and ensure smooth execution of critical projects.
• Compile and create specialized unit correspondence, including memos, letters, contracts and proposals, based on specific department 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.
• Manage and create the newsletter, social media accounts, and website(s) for projects/units within the CTSI structure.
• 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.

Program Management & Strategic Support:

• Provide administrative support to leadership to coordinate programs that advance external engagement and proposal development.
• Apply critical thinking and decision-making skills to anticipate needs, resolve challenges, and recommend solutions in support of high-visibility initiatives.
• Responsible for tracking program action items, deadlines, and deliverables, ensuring accountability across multiple stakeholders.
• Coordinate program operations, including scheduling, agenda development, and preparation of materials for meetings.
• Provide program data management support, including tracking of sponsored research activities.
• Develop clear, professional communications (letters, memos, reports) for internal and external audiences on behalf of leadership.
• Collaborate with leaders to evaluate priorities, balance competing deadlines, and ensure smooth execution of critical projects.

Finance:

• Work closely with leadership to ensure that monthly budget targets (income and expense) are met.
• Assist with the monthly and quarterly reporting of expenditures for review and approval.
• Assist in overseeing the operations and development of financial reporting and initiate and approve business and HR tasks.
• Support procurement and contracting activities by preparing required documentation and following established UA Purchasing procedures.
• Follows established business practices and procedures to maintain confidentiality, security, and compliance, and assists with records management in alignment with UA policies.
• Collaborate with faculty, programmatic and administrative staff, ensuring that financial transactions are in alignment with the income and expense requirements.
• Assists in communicating financial information between department staff and the central office to support accuracy and compliance.
• Complete financial statements, business activity reports and forecasts.
• Assist in overseeing the review, approval and reporting of all expenditures; and assist the design and implementation of financial and operating systems.
• Accurately recording and storing financial information.
• Prepares and processes day-to-day business transactions (p-card, purchase order requisitions, travel expenses and reimbursements, disbursement vouchers, internal billing, etc.) with accuracy, thoroughness, and in compliance with University policies and procedures.
• Prepare financial transactions such as setting up new vendors; entering disbursement vouchers, requisitions, purchase orders; process payment of invoices; process internal billing requests.
• Review, monitor and approve expenditures (including grant expenditures) and ensure alignment with budget and scope of work. Make corrections as necessary.
• Assist with creating and using reports to help track accounts for budgeting, forecasting, and other functionality. This involves reviewing standard operating procedures and recommending improvements as needed for financial planning.
• Process various financial transactions such as paying vendors and processing disbursements, including submission of the appropriate statements and documentation for UA Access, PCard and FSO Compliance. Assist staff with purchases or financial processing as needed.

Administrative Responsibilities:

• Assist with the scheduling and coordination of meetings, conferences, presentations, and events for the CTSI.
• Track and maintain supplies and equipment inventory.
• Collaborate with supervisor to provide coordination, control and advice on policies and procedures related to personnel matters.
• Serve as backup to CTSI coordinator.
• Organize and support events, meetings, and outreach activities for external sponsors and faculty.
• Ensure meeting logistics, technology setup (Zoom/AV), and agenda preparation are executed smoothly.
• Partner with the Operations Team to support faculty development opportunities and sponsor engagement activities.

Employee Hiring and Onboarding:

• Coordinates with the appropriate people in setting up faculty candidate interviews, itineraries and making travel arrangements for in-person interviews.
• Help prepare documentation relating to recruitment, hiring, funding and payroll of new staff.
• Works with appropriate individuals to manage and ensure electronic recruitment documents are organized.
• Assist staff in human resources, answering questions and problem resolution, on-boarding, hiring and off-boarding.
• Assist in developing, maintaining, and implementing on-boarding and training materials.

Knowledge, Skills and Abilities:

• Excellent verbal and written communication skills.
• Skilled in preparing detailed reports on a timely basis.
• Demonstrated ability to analyze and problem-solve.
• Demonstrated skill in working independently and within a team environment.
• Ability to provide a professional demeanor and regard for confidentiality and handling sensitive information in a discreet manner.
• Excellent knowledge of office, research program/project management, and administrative procedures and policies particularly using the Microsoft Office Suite.

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.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 1 year of relevant work experience, or equivalent combination of education and work experience.

• Familiar with University of Arizona travel and financial processes.
• Demonstrated experience with budgets and reports.
• Strong proficiency in Microsoft Office Suite, especially Outlook, Word, Excel, and PowerPoint, as well as Zoom, Box, and Teams.

• Please note: If invited to interview, please be prepared to provide three (3) professional references.