Division Administrative Coordinator, Department of Internal Medicine

Posting Number

req26198

Department

COM Phx Internal Medicine

Department Website Link College of Medicine-Phoenix

Location

Greater Phoenix Area

Address

475 N 5th Street, Phoenix, AZ 85004 USA

Position Highlights

The Department of Internal Medicine seeks to hire an Administrative Operations Professional I to support the Vice Chair of Research for Internal Medicine. The main responsibilities of this position include, but are not limited to, calendar support, including coordination of research activities, such as organizing seminar series, and internal pilot project funding to establish collaborative research, as well as facilitating general financial transactions, such as travel reimbursements.

This position will be responsible for reviewing/integrating timely communications on behalf of their leader, coordinating projects, calendars, and systems between the University and the health system, to support the academic mission. A high degree of professionalism, organization, discretion, initiative, collaboration, and ability to follow instructions while using good judgment is expected. Skills are required in both oral and written communications, and computer proficiency in Microsoft Word, Excel, and Outlook is essential. This role requires handling sensitive and confidential reports, identifying solutions, and resolving administrative issues.

This position may have regular business in the Banner Health facility and is subject to occupational health screening requirements.

• 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!

The University of Arizona has been recognized for its innovative work-life programs.

Duties & Responsibilities

Leadership support

• Assist in managing day-to-day administrative support operations of the Vice Chair.
• Schedule and manage meetings with executive leaders from COM-P, UA, and partner hospitals.
• Prioritize and arrange meetings, conferences and appointments for department leadership; make necessary travel reservations and itineraries; determine and prepare background materials needed.
• Prepare and design materials for meetings as directed.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty work unit.
• Manage all logistics for meetings (room reservations, technical support, food and beverages, parking arrangements, communication to participants, etc.)
• Coordinate with Office of Faculty Affairs and Human Resources to facilitate faculty and staff recruitments and other committees as needed, with direction.
• Schedule interviews and manage logistics for job applicants.

Department Support

• Prioritize workload, meetings, and appointments to meet work unit operations. Assist in the coordination and implementation of multiple projects.
• Provide skilled support on a variety of strategic initiatives, including catalyst funding and seminar series, prepare progarm grant submissions with direction on organizing documents, tracking progress, action items.
• Evaluate and recommend operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting staff/faculty work unit.
• Work with appropriate administrative offices for website updates as required.

Financial Management Activities

• Purchases & bill pay for department (P-card, Disbursement Vouchers, travel & other reimbursements).
• Maintain finance documentation as required.

General Office Operations

• When directed, compose confidential correspondence when required.
• Organize and file office documents as required. (department inbox, phone lists, inventory, etc.)
• Coordinate business affairs, personnel matters and may interpret policies and procedures.
• Order supplies.
• Other duties as assigned.

Knowledge, Skills & Abilities:

• Excellent verbal and written communication skills.
• Knowledge of organizational practices and policies.
• Skilled in professional writing and editing.
• Ability to prioritize workload to meet deadlines.
• Proficiency in Microsoft Office programs.
• Ability to maintain confidentiality and safeguard information.
• Ability to work with academic and administration staff members and students.

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 professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Strong collaborator and relationship-builder, both internally and externally, with outstanding verbal and written communication skills.
• Expertise in managing multiple and competing demands/projects and delivering against aggressive goals.
• Self-starter with the ability to take the initiative on projects.
• Previous experience supporting administrative leaders and programs in an academic medical center environment.

FLSA

Exempt

Full Time/Part Time

Full Time

Number of Hours Worked per Week

Job FTE

1.0

Work Calendar

Fiscal

Job Category

Organizational Administration

Benefits Eligible

Yes - Full Benefits

Rate of Pay

$59,404 - $74,254

Compensation Type

salary at 1.0 full-time equivalency (FTE)

Grade

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

PC2

Job Family

Administrative Operations

Job Function

Organizational Administration

Type of criminal background check required

Name-based criminal background check (non-security sensitive)

Number of Vacancies

Target Hire Date

Expected End Date

Contact Information for Candidates

Office of Talent Acquisition

***email_hidden***

Open Date

6/4/2026

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 and the Preferred qualifications (if applicable).

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. These reports 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 [email protected].