Executive Assistant, Urology

Provide administrative support to the Department Chair, including: Manage the Department Chair's calendar, prioritizing and scheduling meetings, conferences, presentations, interviews, and appointments based on department priorities.Prepare briefing materials summarizing background information, pending decisions, and follow-up items for the Department Chair's upcoming commitments. Prepare agendas and detailed minutes for meetings led by the Department Chair and track action items through completion. Coordinate travel for the Department Chair, including flights, hotels, and conference registrations, and prepare expense reimbursements in accordance with university travel policy. Manage correspondence and inquiries on behalf of the Department Chair, including: Research, prioritize, and follow up on correspondence on behalf of the Department Chair; draft and edit letters, memoranda, reports, presentations, and other communications for internal and external stakeholders.Review incoming inquiries, interpret applicable department, college, and university policies and procedures, and determine the appropriate course of action, referral, or response.Responsible for the department purchasing card for general expenses including expense documentation and reconciliation according to university policy guidelines. Coordinate meetings, presentations, interviews, and department events, including: Plan and coordinate logistics, scheduling, and participant communications for workshops, retreats, and conferences.Provide logistical support for in-person and online meetings.Coordinate planning and execution of department events (e.g., graduation, Tucson Urological Society, Nurse Practitioner Appreciation, Drach Visiting Professor).Coordinate faculty recruitment, including scheduling candidate interviews, preparing itineraries, and corresponding with candidates. Support department faculty processes and communications, including: Coordinate faculty promotion and tenure dossiers and award nominations, review submissions for completeness against college and university requirements, and compile grant submission paperwork.Prepare informational materials (e.g., flyers, newsletters, presentations) for community outreach.Maintain faculty activity records in the faculty activity reporting system, and compile standard reports for accreditation, academic program reviews, and faculty annual reviews. Coordinate processes for proctorships, observer ships, and guest lecturers, including verifying required documentation. Create and maintain contact lists (e.g., Arizona urologists, community business contacts). Perform additional administrative duties, including: Serve as back-up for other Department of Urology support staff. Knowledge, Skills & Abilities: Ability to manage calendars, coordinate schedules, organize work, and effectively manage multiple priorities, projects, and tasks.Ability to exercise sound judgment, demonstrate resourcefulness and resiliency, and identify effective solutions in a variety of situations.Ability to demonstrate dependability, accountability, initiative, and a strong commitment to completing assigned responsibilities.Ability to triage and manage multiple priorities, projects, and tasks.Ability to work collaboratively with colleagues and stakeholders to support shared goals and accomplish objectives. Ability to communicate professionally, courteously, and effectively through verbal and written communication.Ability to use Microsoft 365 applications, including Teams and Office programs, and adapt to other relevant software and technology tools.