Executive Assistant, Department of Surgery

The Department of Surgery, Division of Plastic Surgery, seeks a highly organized and proactive Executive Assistant to provide administrative support to the Division Chief and faculty. The Executive Assistant will serve as the primary point of contact for the division, playing a key role in managing calendars, supporting academic and clinical initiatives, and strategic plans, while ensuring the efficient operation of the division. This role is essential for advancing the College of Medicine - Tucson's mission in education, research, and clinical care.

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Administrative Leadership & Faculty Support:

• Serve as the primary administrative support to the Division Chief and faculty, anticipating needs and ensuring seamless daily operations.
• Manage faculty calendars, coordinate complex schedules, and arrange travel, lodging, and itineraries. Draft, edit, and distribute correspondence, presentations, and reports on behalf of division leadership.
• Support academic and clinical initiatives through effective communication, organization, and documentation.

Financial Oversight & Budget Management:

• In conjunction with the Department Budget Manager, oversee division budget tracking and variance analysis.
• Process division reimbursements and P-Card purchases in compliance with university and departmental guidelines.
• Prepare summary-level financial reports to support divisional leadership in strategic and operational decisions.
• Provide guidance to faculty and staff regarding financial policies and procedures.

Event & Program Coordination:

• Plan and manage divisional events such as faculty meetings, retreats, conferences, and visiting professorships.
• Coordinate logistics including agendas, materials, minutes, and follow-up actions.
• Support speaking engagements and special projects for division leadership.
• Ensure events align with divisional priorities and reflect the department's professional standards.

Strategic & Special Projects:

• Assist the Division Chief and faculty with implementation of divisional initiatives and strategic goals.
• Provide project management support for academic, clinical, and research programs.
• Support initiatives by gathering background information, preparing briefing documents, and monitoring progress on initiatives.
• Serve as a resource for process improvements and long-term divisional planning.

Knowledge, Skills & Abilities:

• Demonstrated proficiency in Microsoft Excel, Word and Office.

• Bachelor's degree or equivalent advanced learning attained through experience required.
• Three (3) years of relevant work experience is required.

• Experience with UA Analytics and UAccess Manager Self Service.

Jessica Montoya

jessicamontoya@arizona.edu