Job Description

Administrative Support Assistant II, Department of Medicine Posting Number
req26829 Department
Medicine Department Website Link
https://medicine.arizona.edu/deptmedicine Location
Tucson Campus Address
Tucson, AZ USA Position Highlights

The Department of Medicine at the University of Arizona College of Medicine – Tucson seeks a highly organized and professional Administrative Support Assistant II to support the ACGME-accredited Internal Medicine Residency Program. This position provides administrative and operational support to the Program Manager, Program Coordinators, Program Director, Associate Program Directors, and Chief Residents.

Responsibilities include maintaining resident records, supporting recruitment and onboarding activities, coordinating conferences and events, assisting with financial and purchasing processes, and assisting with residency management systems. The successful candidate will demonstrate strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities. This includes the ability to prioritize assigned tasks, follow established procedures, and resolve routine issues, escalating complex matters to appropriate leadership when necessary.

The Internal Medicine Residency Program is a highly collegial, mid-sized academic training program that offers diverse educational experiences across multiple state-of-the-art training sites. This position provides an exciting opportunity to contribute to the success of the residency program and its trainees while serving as a key member of the administrative team supporting the College of Medicine –Tucson's tripartite mission of education, research, and patient care.

Visa sponsorship is not available for this positions.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!
The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here

Duties & Responsibilities

Administrative Operations and Program Support:

• Maintain resident and program files, including electronic and paper records, ensuring accuracy and compliance with institutional requirements.
• Prepare correspondence, agendas, manuals, reports, meeting materials, and supporting documentation as directed by program leadership.
• Answer and screen telephone calls, respond to routine inquiries, distribute mail, and serve as a resource regarding residency program operations and requirements.
• Update and maintain residency website content and assist with program communications.
• Support day-to-day administrative operations and provide general assistance to residency leadership, faculty, residents, and staff.

Financial and Office Operations:

• Assist with maintenance and reconciliation of departmental purchasing card transactions, ensuring documentation and receipts are collected and submitted in accordance with university policies.
• Monitor office supply inventories and coordinates procurement of materials necessary for program operations.
• Assist with routine purchasing, financial tracking, and administrative processes supporting residency program activities.

Conference, Event, and Meeting Coordination:

• Assist with planning and coordination of educational conferences, meetings, orientations, recruitment events, and graduation activities.
• Coordinate meeting logistics, including scheduling, room reservations, audiovisual needs, catering arrangements, and distribution of materials.
• Maintain conference schedules and assist with communication of educational activities to residents, faculty, and staff.

Recruitment and Applicant Support:

• Provide administrative support for residency recruitment activities, including maintaining applicant records, preparing recruitment materials, coordinating interview logistics, and assisting with applicant correspondence.
• Support selected activities within the Electronic Residency Application Service (ERAS) and other recruitment platforms as directed.
• Maintain recruitment documentation and assist with preparation for interview season and Match-related activities.

Residency Management Systems and Data Support:

• Maintain resident and program information within the New Innovations residency management system.
• Assist with data entry, evaluation tracking, routine reporting, and other residency management system functions supporting program operations and accreditation requirements.

Knowledge, Skills, and Abilities:

• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to prioritize competing deadlines in a fast-paced academic environment.

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.

Minimum Qualifications

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Minimum of three (3) years of relevant work experience, or equivalent combination of education and work experience required.

Preferred Qualifications

• Experience with university purchasing, financial reconciliation, or procurement processes.
• Experience coordinating meetings, conferences, events, or recruitment activities.
• Experience working with University of Arizona specific financial systems.

FLSA
Non-Exempt Full Time/Part Time
Full Time Number of Hours Worked per Week
40 Job FTE
1.0 Work Calendar
Fiscal Job Category
Organizational Administration Benefits Eligible
Yes - Full Benefits Rate of Pay
DOE Compensation Type
hourly rate Grade
4 Compensation Guidance
The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.

The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator Career Stream and Level
OC2 Job Family
Administrative Support Job Function
Organizational Administration Type of criminal background check required:
Name-based criminal background check (non-security sensitive) Number of Vacancies
1 Target Hire Date
Expected End Date
Contact Information for Candidates
Gerry Flores, gflores007@arizona.edu Open Date
8/18/2026 Open Until Filled
Yes Documents Needed to Apply
Resume and Cover Letter Special Instructions to Applicant

Application: The online application should be completed in its entirety. Blank or missed 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).

Notice of Availability of the Annual Security and Fire Safety Report
In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.