Administrative Associate, Faculty Affairs (COM-PHX)
University of Arizona - Tucson, AZ

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0659 - CoM Phoenix Campus Administration


College of Medicine-Phoenix

Posted Rate of Pay

$31,125-$38,443 Annually

Exempt / Non-Exempt



Classified: Regular

Departmental Contact

Aimee Hatton

Departmental Contact Phone


Departmental Contact Email

Job Open Date


Job Close Date

Open Until Filled

Review begins on (Continues until position filled)


Benefits Eligible


Full Time/Part Time

Full Time

Days and Schedule to be Worked


Number of Hours Worked per Week


Limited to current UA employees only


Documents required to be attached electronically with this application

Letter of Interest Resume

Documents that may be attached electronically or mailed directly to department per instructions below

Additional application instructions (include instructions for submission)

Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission. Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable) References: Please list 3 professional references including address, title, phone and email address.

Position Summary

The College of Medicine Phoenix (COM Phoenix) is located in vibrant downtown Phoenix, Arizona, the heart of the fifth largest city in the country. The downtown area is brimming with sports and cultural attractions, distinctive restaurants, fascinating museums and diverse residential options. The medical college anchors the Phoenix Biomedical Campus, a 28-acre bioscience and educational campus of biomedical-related research, academic and clinical facilities. The campus is also home to the UA College of Public Health, UA College of Pharmacy, Northern Arizona University Allied Health programs, the Translational Genomics Research Institute (TGen) and the International Genomics Consortium. The college is currently training 192 medical students and at capacity plans to graduate 120 physicians per year. Faculty members doing basic and translational research have earned millions of dollars in federal grants and students are exposed to some of the most innovative educational strategies, methodologies and technical resources in the nation. In addition, ground was officially broken in February 2013 for the University of Arizona Cancer Center (UACC) at St. Joseph's Hospital and Medical Center/Dignity Health outpatient facility. The 220,000-square-foot, five-story, $100 million facility will offer comprehensive cancer services, including infusion, radiation oncology, endoscopic/interventional radiology, a women's center, specialized cancer clinics, patient wellness and a prevention/executive health clinic, clinical lab space and other related support spaces. The center is expected to be open in 2015. The College of Medicine Phoenix seeks an administrative associate for faculty. The administrative associate for faculty is responsible for the oversight and coordination of all faculty retention, promotion, tenure and development programming. The administrative associate is part of a team that oversees faculty appointments, reviews, and promotions. The administrative associate for faculty oversees and coordinates a variety of College of Medicine Phoenix academic and faculty programs and works closely with the Assistant Dean for Faculty Affairs in overseeing the faculty review process, including annual performance reviews for faculty, formal retention, promotion, and tenure reviews, and the annual renewal of contract faculty. This position assists in the collection, compilation and distribution of confidential documentation for faculty reviews, governance, and other projects as assigned (e.g., sabbatical applications, faculty surveys, faculty votes, faculty meetings, Faculty Learning Community Fellow applications, Retention, Promotion and Tenure reviews). Provides administrative support to the Assistant Dean for Faculty Affairs for all faculty retention and development activities (e.g., calendar management and answering phones, administrative presence for conferences and meetings). Works in collaboration with other support staff in the Office of Faculty Affair's and assists with special office projects as needed and attends general administrative and other HR related department staff meetings. This position will report to the Assistant Dean for Faculty Affairs and Development. 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 retirement plan; access to UA recreation and cultural activities; and more!

Duties and Responsibilities

  • Responsible for working with the Director of Mentoring, Director of the Faculty Learning Communities, faculty, speakers, and committee members, and/or the Assistant Dean for Faculty Affairs on all faculty development resources, and trainings. Prepare and distribute faculty development newsletter. Schedule workshops. * Drafts email communications, web and course materials, course agendas, and invitations. * Organizes dates/timelines/deadlines for all programming, organizes committee meetings, agendas, and minutes. Manage all event planning logistics, all catering, provides day-of-event management for all programming. * Oversees faculty academic promotions and supports the Appointments, Promotions, and Tenure Committee by prepping all applications for faculty promotion and tenure. Reviews faculty transactions sent to the Appointments, Promotions and Tenure (APT) Committee to ensure that they are accurate and comprehensive and comply with institutional requirements. * Prepare monthly agenda and reports for the APT Committee and departments. Attend and support College of Medicine - Phoenix APT Committee for all promotion and tenure decisions. * Communicate with and serve as a resource to department administrators regarding policies, processes, corrections and clarifications. Deliver all correspondence to candidates due to confidentiality of material and time lines as set forth in Policy and Procedures. * Prioritizes workload to meet work unit operations. * Ensure all faculty files are up to date and track faculty review information in faculty database. * Collaborate with the Assistant Dean in developing, implementing and maintaining new approaches to the conduct of business, e.g., continuing conversion from paper to electronic data collection and storage. * Promote and maintain open communication between administration, faculty and staff at all levels. * Responsible for generating faculty data reports from the faculty database and institutional data as requested. * Maintain absolute confidentiality in all aspects of job performance.
Arizona Board of Regents Minimum Qualifications

Bachelor's degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR, five years of directly related administrative experience; OR, any equivalent combination of experience, training and/or education.

Additional Minimum Qualifications

  • Proficient in MS Office, Word, Excel, Access, excellent oral and written communication skills, detail oriented. * Must be able to work independently and keep projects running smoothly and timely. * Excellent interpersonal skills and ability to prioritize workload is essential.
Preferred Qualifications

  • Previous experience working with academic faculty, including promotion and tenure file processing.
Pre-employment Screening Requirements

The University of Arizona conducts pre-employment screening for all positions, which includes a criminal background check, verification of academic credentials, licenses, certifications, and work history. In addition, a check of names and identification documents is conducted on all new employees to ensure they are legally authorized to work in the United States.

What kind of criminal background check is required for this position?

This position is non-security sensitive and requires a name-based criminal background check

Supplemental Pre-Employment Screening


Job Category

Administrative and Professional

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