Executive Assistant, Office of Access, Community and Belonging (COM-T)

The College of Medicine-Tucson, Office of Access, Community and Belonging (ACB) seeks to create an academic and working environment that embraces the College's mission and fosters Inclusive Excellence. The Executive Assistant, ACB is an experienced professional who understands the importance of harnessing the power of Community and Belonging. The successful candidate will provide executive-level administrative support to both the Vice Dean of ACB as well as the ACB team. Duties will be performed with moderate guidance and require general decision making skills to manage unexpected issues as they arise, based on experienced evaluation and interpretation as well as innovation and creativity.

The successful candidate will perform specialized administrative or technical duties and collaborate on special projects and initiatives. Additional general administrative functions such as communicating with internal and external stakeholders, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating complex calendars, composing correspondence and other documents, analyzing data, managing office budget and finances, coordinating travel arrangements, etc. On a wider scale, the incumbent will manage the coordination of national diversity lectures and local conferences/seminars under the guidance of the Vice Dean, as well as assist with Dean suite support as the need arises.

This position will work with executive leadership, clinical partner leadership (Banner), staff, faculty, and students, and will support various initiatives for creating an inclusive climate. ACB is seeking a highly motivated self-starter who thrives in an environment of innovation and change, and has a strong sense of adaptability. Previous administrative experience working with high-level leadership and executives will be essential.

Outstanding UA 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; retirement plans; access to UA recreation and cultural activities; and more!

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• Manage the administrative processes for Vice Dean (priority) and ACB staff; maintain Vice Dean's calendar; collaborate with Vice Dean's team regularly regarding calendar/schedule needs; coordinate and schedule meetings for Vice Dean and ACB staff; assist with preparing PowerPoint slides for presentations; prepare communications and compile requested information, and manage UA Vitae for Vice Dean.
• Coordinate and provide necessary administrative support for meetings (e.g., room reservation, conference/video call set-up, agendas, minutes, handouts, reminders, etc.); maintain membership list of ACB groups, and provide administrative support to Diversity Champions and ACB groups, as needed.
• Coordinate and process travel for ACB team; coordinate and process payments, submit financial documents for expenditures; coordinate travel and reimbursements; and order office supplies and any other materials (including promotional items) required by ACB.
• Assist with onboarding logistics for new staff. Oversee office renovations/updates as applicable. Submit and follow up on work requests (FM, IT, CRF, ect.).
• Support ACB in working with students, faculty, and staff in coordinating events and initiatives that foster an inclusive climate; offer logistical support and day-of set up/breakdown of ACB events; and support ACB in activities that support recruitment and retention of students and faculty (i.e virtual recruitment fairs, etc).
• Ensure up to date content on website, hall monitor and events calendar; assist with correspondence and announcements for the office, including management of phone calls/voicemails, and management of the office email account and distribution lists; assist with marketing, newsletter, Dean's weekly, and communications and submit print orders; assist with document preparation, including formatting and printing.
• Coordinate and participate in other ACB projects and initiatives, as needed.

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

• Previous administrative experience in an academic setting.