Administrative Associate, Family and Community Medicine

The Department of Family and Community Medicine seeks and Administrative Associate to provide front line customer service to department visitors and assist the business office and faculty with financial documentation, travel arrangements, and related tasks. The successful candidate will demonstrate strong organizational skills and excellent verbal and written communication and have the ability to perform and thrive in a fast-paced and multi-tasked environment. We are seeking candidates with initiative, resourcefulness, sound judgment, ability to distinguish priorities, and work independently or in a group with minimal supervision.

• This is a 40 hour a week, in person position located off main campus.

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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• Answers telephone and greets visitors giving general information in response to inquiries.
• Maintains coverage of business office's reception desk.
• Manage business office's central email inbox, responsible for processing incoming requests or sorting and assigning them to business team members when necessary.
• Reviews and distributes all incoming mail and parcel delivery, prepares outgoing courier packages and coordinates drop off or pick up services.
• Compose general correspondence.
• Coordinate departmental employee and unit physical moves to include UITS lines, equipment and furniture.
• Liaise with UAHS Planning and Facilities on pending projects.
• Coordinates renovations to department space, initiating project estimates, meeting with project managers, seeing through completion.
• Coordinate with the departments regarding the move of offices for both existing employees and new hires; includes coordination with University Information Technology Service (UITS) for relocation of equipment and service lines to ensure appropriate departmental assigned space is ready for occupancy.
• Serve as the Department Access Coordinator (DAC) and building manager for the department.
• Serve as the primary point of contact for the UA Key Desk for relevant departments.
• Work with Amer-X Security and in the DAC Portal to provide and remove building access for department staff, faculty, residents, and fellows and provide schedule adjustments for Department keyless access panels when necessary.
• Submit repair service request orders to Facilities Management and follows up for completion.
• Reconciles departments Facilities Management account monthly.
• Assists with maintenance of conference room and parking pass calendars, makes room reservations for meetings as needed.
• Runs departmental errands making deliveries and picking up from main campus.
• Event planning and coordination of in house events to include, but not limited to, arranging logistics, catering, manning and setup, and other duties specific to the type of event.
• Prepare and process travel, expense reimbursements, shop catalogs orders, Pcard transactions, purchase orders, disbursement vouchers, and other financial transactions, documents, and forms.
• Check the financial documents for accuracy, completeness, and compliance with pertinent university regulations.
• Prepare periodic reports, financial statements, and records in support of the business office.
• Analyzes complex information from operations and communication. Laying out information in reports and documents in ways that enhances readability.
• Manages calendar scheduling and meeting arrangements for the department chair.
• Act as a resource for the department leaders to ensure the needs for space, facility, shared research resources and equipment are considered for both exiting employees and new hires.
• Submits Surplus Property requests for department programs.
• Coordinate the departmental inventory process. Update inventory files as necessary.
• Communicate with UITS team to provide updated account information for each line under the Department's inventory, as well as act as main contact/coordinator for the respective department for UITS projects.

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

• Experience with basic accounting procedures.
• Experience with UAccess Financials and UAccess Analytics.
• Experience with UA administrative office procedures and policies.