Posting Number

req13471

Department

COM Academic Affairs

Department Website Link

https://medicine.arizona.edu/education/graduate

Location

UAHS - Tucson

Address

1501 N. Campbell Avenue, Tucson, AZ 85724 USA

Position Highlights

The Administrative Associate is the first point of contact to the College of Medicine's Graduate Medical Education (GME) Office and performs advanced administrative support unique to GME. This position interacts with a diverse population including resident and fellow physicians, faculty, staff, affiliated institutions, the general public, and The University of Arizona and Banner Health leadership.

The incumbent will provide administrative support to the Senior Associate Dean, Associate Dean, and Director of GME. The position handles problems and non-routine situations by determining the best approach or action to take, and interprets guidelines, procedures, policies, and practices. The position also assists with business affairs, prepares financial documents, investigates, and evaluates and resolves administrative/operational issues or situations.

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

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

Duties & Responsibilities

• Coordinate and monitor all training, claims, and malpractice verification requests that are received for all current and former resident and fellows. Verify malpractice claims history with the Arizona Department of Administration (AZDOA), and compose and edit correspondence to various credentialing entities.
• Coordinate and track the annual GME scholarships. Manage the financial process for the scholarship winners.
• Assist with auditing of resident/fellow local and national databases and personnel information relevant to GME.
• Ensure accuracy of GME office website by editing as necessary.
• Assist with coordination and monitoring of on boarding for incoming, rotating, and transferring residents and fellows, including utilization of checklists in New Innovations.
• Assist with resident and fellow visa processing.
• Coordinate and monitor resident and fellow meal cards.
• Coordinate the production and tracking of all resident and fellow completion certificates.
• Prepare and submit disbursement vouchers and all necessary supporting documents for general reimbursements, P-card transactions, and travel expenses. Analyze account information and compose any requested financial reports.
• Maintain the calendar of the Senior Associate Dean, Associate Dean, and Director of GME and arrange meetings, conferences, and appointments. Arrange necessary travel authorizations, reservations, and itineraries along with background materials as needed. Prepare and submit reimbursement documents.
• Coordinate all GME meetings and events including all catering and communication. These meetings include, but are not limited to, GMEC, Faculty Forum, Resident/Fellow Forum, Program Administrators Forum, Chief Resident workshops, and Program Leadership/Faculty workshops.
• General office duties to include answering phones, distributing mail, screening phone calls ,and directing to the appropriate staff or department when necessary. Provide information requiring comprehensive knowledge, interpret departmental policies, procedures, or operations, and advise departmental personnel. Monitor office supplies; order as needed. Participate in meetings and conferences pertinent to area of responsibility.

Minimum Qualifications

Preferred Qualifications

FLSA

Non-Exempt

Full Time/Part Time

Full Time

Number of Hours Worked per Week

40

Job FTE

1.0

Work Calendar

Fiscal

Job Category

Organizational Administration

Benefits Eligible

Yes - Full Benefits

Rate of Pay

$18.78 - $24.53

Compensation Type

hourly rate

Grade

5

Career Stream and Level

OC3

Job Family

Administrative Support

Job Function

Organizational Administration

Type of criminal background check required:

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

Number of Vacancies

1

Target Hire Date

Expected End Date

Contact Information for Candidates

Casandra Sanchez | casandrasanchez@arizona.edu

Open Date

2/3/2023

Open Until Filled

Yes

Documents Needed to Apply

Resume and Cover Letter

Special Instructions to Applicant

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.