Special Assistant to the Dean - College of Medicine, Tucson

The University of Arizona College of Medicine-Tucson is seeking a Special Assistant to the Dean. This position will provide high-level, executive support to manage the daily activities of the Dean of the College and ensure he can effectively execute them. As an extension of the Dean, the Special Assistant is a valuable resource and serves as a liaison to the Dean's direct reports and communicates frequently with internal and external stakeholders.

• 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!

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Manage the daily activities of the College of Medicine - Tucson Dean:

• Ensure the Dean is adequately prepared for each meeting and/or event, which may include being strategic about the timing and/or order of meetings/events.
• Track action items from the Dean's meetings and delegate action items if deemed appropriate.
• Troubleshoot issues or requests that arise throughout the day that may or may not require the Dean's attention.

Handle higher level executive tasks:

• Maintain current memberships for the COM Dean in various societies and organizations.
• Manage the COM Dean's clinical CME budget assuring he is in compliance with all fund use policies and stays within budget.
• Assist with high level recruits, guest speakers, visitors, etc. as needed.
• Approve the Dean's direct reports time sheets on the dean's behalf which includes troubleshooting any issues.
• Act as a conduit between the dean and those that are seeking his signature/approval for various forms, certificates, etc. This includes oversight of the
• Ghostwriter signature machine.
• Together with the Dean and DSM, plan and execute the agenda along with follow up communication to the COM Dean's Executive Council and other leadership meetings such as the AMC Education Committee Meeting. This includes taking meeting minutes, following up on action items and provide talking points/script so the dean can properly relay a synthesis of the meeting at other meetings.
• Filter the Dean's email and act on his behalf accordingly. Bring urgent emails to the dean's attention.
• Assist the COM Dean with his COC, COI and Management Reports.
• Initiate and compose emails and letters for the COM Dean's signature.
• Develop presentations on behalf of the COM Dean.
• If the Dean is a practicing physician, oversee his/her on-boarding and credentialing process with Banner, which includes assuring they are up to date with their certifications, immunizations, etc. Once the Dean is practicing, work with Banner to coordinate clinic and procedures days in addition to triaging patient inquiries. Ensure the Dean is up to date on records completion and training.

Handle basic executive level tasks such as:

• Calendaring.
• Process disbursement vouchers.
• Troubleshoot problems that arise within the COM Dean's Suite including but not limited to Xerox and fax machine issues, and facilities maintenance calls.
• Prepare conference rooms for various meetings (i.e. zoom set up, set up catering, clean up, etc.)
• Order office supplies.
• Prepare conference rooms which may include zoom set up and order catering.
• Maintain the COM Dean's Curriculum Vitae.
• Assist with COM Dean's events as needed.
• Maintain several email distribution lists including but not limited to the AMC Education Committee, Deans Executive Council, all Department Chairs, all Center Directors, Basic Science Chairs, Clinical Department Chairs, D-Suite Members,etc.

Serve as a valuable resource and liaison to the dean's direct reports and others:

• Serve as a liaison to the college Department Heads, Center Directors, Deputy Deans, administration, faculty, staff, students, Banner, UA, and UAHS management team(s), outside agencies and the general public.
• Serve as a resource to the Dean's direct reports, often providing advice and guidance on how to approach a situation, handle a task and/or move their initiatives forward.
• In regards to serving as a resource to others, serve on the Dean's Assistants Group (DAG), which is a nationally recognized group of the Association of American Medical Colleges. May also serve on DAG subcommittees such as membership, planning and serving as DAG western regional representative.

Communicate to internal and external stakeholders:

• Act on behalf of the Dean representing the College of Medicine-Tucson (and UA) in a professional manner whether in person, at meetings or through email, as the assistant may respond on the dean's behalf.
• Exercise discretion and independent judgment with matters of significance to the college, such as knowing when to produce written or verbal communication about sensitive matters. Actions may include coordination with the UA Office of General Counsel.
• Respond to management and public information requests, which may include resolving politically sensitive issues.

Knowledge, Skills & Abilities:

• Ability to adapt effectively to varying leadership styles and organizational needs.
• Ability to manage sensitive and confidential situations with professionalism and discretion.
• Demonstrated emotional intelligence, discretion, and sound judgment when handling confidential matters.

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.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of three (3) years of relevant work experience, or equivalent combination of education and work experience.

Gerry Flores

gflores007@arizona.edu

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).