Job Description

School of Medicine – Phoenix Campus

Provides administrative support to the Office of Medical Education and Office of Research. Performs complex, confidential, and diversified administrative duties that require sound judgment, initiative, discretion, and strong organizational skills.

This position supports academic and research operations through administrative coordination, financial processing, event support, record management, and customer service. The successful candidate must be able to manage multiple priorities in a fast-paced environment while maintaining professionalism, confidentiality, and attention to detail.

Key Responsibilities

Prepare and distribute correspondence, reports, presentations, and other time-sensitive communications; review materials for accuracy and consistency.
Serve as a primary point of contact for faculty, staff, students, residents, and external stakeholders; respond to inquiries and coordinate communications.
Maintain and archive confidential records and departmental documents, ensuring efficient information retrieval.
Coordinate daily office operations, including mail, supplies, catering, conference room scheduling, and meeting logistics.
Process invoices, payments, expense reimbursements, purchasing requests, independent contractor documentation, and P-card reconciliations.
Support research initiatives and special projects by maintaining documentation, tracking progress, coordinating meetings and events, and following up on outstanding items.
Coordinate UME/GME Scholarly Subcommittee meetings, including scheduling, agendas, minutes, and follow-up communications.
Provide administrative and logistical support for research events, faculty development activities, workshops, and departmental programs.
Process Academic Chair Fund requests and reimbursements through institutional systems; maintain tracking records and communicate status to recipients.
Assist with research-related tracking and reporting activities and resolve complex administrative issues through appropriate follow-up.


Qualifications

Associate degree required. Bachelor’s degree preferred.
Minimum of six (6) years of administrative and/or office management experience. Administrative experience may be considered in lieu of educational level.
Strong organizational, time management, communication, and project management skills.
Proficiency with Microsoft Office and Google applications and standard business software.
Ability to manage multiple priorities while maintaining confidentiality and attention to detail.
Experience supporting multiple departments, faculty, or leadership teams.
Experience with financial processing, reimbursement systems, and event coordination.
Knowledge, Skills, and Abilities:

Ability to prioritize and perform multiple assignments to meet required deadlines.
Demonstrated customer service focus and ability to resolve conflict and deal with demanding clients.
Proficiency with Microsoft Office Suite required.
Website editing experience preferred.
Knowledge of housing/occupancy management software is preferred.