Division Operations Management
- Coordinates, schedules and monitors daily schedules for multiple Division Chiefs.
- Collaborates with faculty across multiple divisions to assist in streamlining and monitoring research and academic activities.
- Recommends improvement strategies for enhanced efficiencies for multiple divisions.
- Take ownership of faculty recruitment processes across divisions, including scheduling stakeholder meetings, drafting candidate itineraries, and organizing candidate logistics.
- Support and coordinate on-site interviews, working closely with search committees and candidates to ensure smooth experiences.
Financial Management
- Assist in the preparation of budgets and exercise responsible financial management consistent with university policies.
- Monitor and control expenses across multiple divisions including p-card reconciliation, travel authorizations, and disbursement vouchers compliance and accuracy.
- Demonstrate working knowledge of fund types (e.g., general operating, grant, gift, endowment, clinical revenue) and their allowable uses.
- Consult with finance, grants administration, or compliance offices when navigating ambiguous or high-risk transactions.
- Proactively flag and resolve potential funding conflicts or policy violations before submission.
Event Coordination
- Manage and coordinate divisional grand rounds and other key academic events, handling scheduling, logistics, and financial arrangements.
- Lead and coordinate UA student engagement initiatives across divisions.
- Oversee the planning and execution of divisional events such as symposia and special occasions, managing invitations, speaker communication, honorarium, and budget monitoring.
- Coordinate with internal teams to produce promotional materials, newsletters, and digital content.
- Liaise with external partners and vendors for branded merchandise, advertising, and sponsorships.
Knowledge, Skills, and Abilities:
- Knowledge of organizational practices and policies.
- Skills in professional writing and editing.
- Ability to effectively communicate.
- Ability to prioritize workload to meet deadlines.
- Proficiency in Microsoft Office programs.
- Ability to maintain confidentiality and safeguard information.
- Ability to work with academic and administration staff members and students.
