Executive Assistant to Associate Dean of Research

The Office of the Associate Dean of Research at the University of Arizona, College of Veterinary Medicine invites experienced Executive Assistants, Project Managers, or Lab Managers to apply for the position of Assistant to the Associate Dean (Administrative Support Professional II). As a new college, the UA-CVM provides individuals the rare opportunity to contribute to establishing the culture and processes of the college. The Assistant to the Associate Dean is charged with establishing and sustaining efficient coordination and operations of the Associate Dean for Research Office. The Assistant to the Associate Dean manages with a high level of autonomy, independent judgment, and under limited supervision coordinates and executes essential functions including but not limited to: research coordination and operations management, personnel supervision, providing advanced administrative support to the Associate Dean and other leadership within the Office, managing multiple research coordination tasks, prioritizing the Associate Dean’s time, managing daily action items for the Associate Dean, scheduling regular meetings, tracking special projects, and supervising administrative assistants in a matrix operating environment. This position requires discretion and judgment in handling confidential and sensitive information.

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 and optional retirement plans; access to UA recreation and cultural activities; and more!

Duties and Responsibilities:

• Research Coordination: Coordinate and manage operations of research studies. Determine priorities and coordinate daily activities of the research group and division.
• Implement efficient and organized systems to facilitate the team and task execution. Manage workloads and day-to-day task allocation for project completion.
• Implement project resources, milestones, and timelines. Set objectives, develop plans, and track progress. Refine systems for efficient and effective processes. Update and streamline protocols. Identify and analyze problems including troubleshooting.
• Communicate with principal investigators, research team members, collaborators, and external sponsors. Assist in research project operational and financial oversight (e.g., monitoring expenditures).
• Oversee team database management (e.g., coordinate team to review data entry and maintain record organization and consistency).
• Coordinate participant payments (e.g., secure storage, documentation, tracking).
• Compile, write, update, and track Institutional Review Board (IRB), Institutional Animal Care and Use Committee (IACUC), Data Safety and Monitoring Board (DSMB) proposals, reports, and other documentation.
• Develop and maintain database of internal and external funding opportunities related to human-animal interaction research.
• Coordinate logistics for and provide supervision, monitoring, and training to undergraduate research assistants and paid staff.
• Onboard new team members and train personnel in basic research protocols.
• Maintain systems to oversee and coordinate day-to-day tasks, providing guidance and troubleshooting. Monitor rubrics and metrics of performance and motivate team members through guidance and support. Coordinate logistical elements of the team (e.g., scheduling, space allocation, supplies and materials management).
• Coordinate team-building activities and events to promote an inclusive and collaborative working environment.
• Maintain and promote a working team and environment which prioritizes diversity, equity, inclusion, and belonging, and ongoing learning in these areas (e.g., finding and scheduling team trainings, communicating these expectations during training/onboarding, proactively reaching out to diverse and underrepresented communities during hiring/recruitment).
• Communicate with individuals on and off-campus on behalf of the Associate Dean and research group. Serve as a liaison to internal and external stakeholders.
• Gather, compile, verify, analyze, and prepare information for the Associate Dean’s use in documents such as memos, letters, reports, speeches, presentations, and news releases.
• Assist in developing accessible, appealing, and effective materials development for research participants and key stakeholders.
• Respond to management and public requests for information and resolve politically sensitive issues. Represent the University and College at meetings on behalf of the Associate Dean for Research.
• Communicate regularly and efficiently with high level officials in the College of Veterinary Medicine and the University.  Create a friendly and professional rapport and communication line with on-campus partners (e.g., business office, purchasing center, administration offices). Field inquiries and questions from prospective students and media outlets.
• Take notes during meetings and distribute as needed.
• Create social media content. Track and compile documentation on publications, presentations, media exposure, and other outlets for the research group.
• Support Associate Dean of Research administrative needs. Book travel (e.g., flights, accommodation), track costs, and submit reimbursements. Schedule meetings (e.g., requesting availability, establishing dates/times, reserving rooms or setting virtual meeting link, distributing final information). Monitor Associate Dean for Research office expenditures ensuring that budget allocations are not overspent. Update executive on irregularities and proceed with corrective action.
• Advise, coordinate, and collaborate on special projects, which are highly complex and impactful to the college. Interpret and implement university and outside agency rules, regulations, policies, and procedures.  Perform complex assignments that demand careful coordination with those within and external to the college. Independently determine and direct a course of action for incoming inquiries from faculty and external agencies regarding programs and services.

Knowledge, Skills, and Abilities:

• Proven ability to exercise discretion in working with highly confidential and sensitive matters.
• Strong organizational, analytical, and problem-solving abilities.
• Demonstrated skill in emotional intelligence and with building interpersonal relationships.
• Excellent communication skills and ability to work with a wide range of people at all levels of the organization.
• Advanced skills utilizing Microsoft Office Suite (Teams, Excel, Powerpoint, etc.), and more importantly, the ability to teach these skills to others.
• Demonstrated ability to accommodate and respond to shifting priorities and multiple, demanding projects, in a manner that is effective and efficient.
• Excellent communication, interpersonal, and team skills (in person, writing, and telephone).
• Excellent time management skills.
• Ability to set objectives, create timelines, and meet deadlines. Ability to guide, supervise, and support students and staff with diverse needs. Ability to prioritize multiple responsibilities and adjust on short notice.  Ability to work independently on complex projects requiring problem solving.
• Ability to effectively work with spreadsheets to track data, finances, and timelines.
• Ability to take coherent and synthesized meeting notes.
• Ability to write cohesive and organized emails as well as documents for stakeholders.
• Ability to work alone or with people with varied backgrounds.
• Ability to work independently under limited supervision.
• Ability to independently develop solutions to problems for PI to review.

Minimum Qualifications

• Bachelor’s degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience is required.

Preferred Qualifications

• 5 years direct experience as an Executive Assistant to C-suite, higher education, or healthcare leadership.
• Experience in organizing operational activities and resolving personnel conflicts