Overview
CITY ADMINISTRATION – City Secretary Jobs in Lufkin, TX at City of Lufkin
Posting Number
req22460
Department
COM Phx Internal Medicine
Department Website Link
College of Medicine-Phoenix
Location
Greater Phoenix Area
Address
475 N 5th St, Phoenix, AZ 85004 USA
Position Highlights
The University of Arizona College of Medicine-Phoenix (COM-P) invites applications for the position of Executive Assistant. The Executive Assistant (EA) manages the daily activities of the COM-P Chair for the Department of Internal Medicine who also serves as the Vice-Dean of Clinical Affairs and Executive Director of Clinical Research. The COM-P Department of Internal Medicine is the largest department within the College of Medicine with 650+ faculty members. As an extension of the Chair of the Department, the EA will act as a spokesperson and first-line communicator with high-level internal and external contacts, orchestrating complex administrative duties and provide proactive research administration support.
The Executive Assistant must be able to accomplish multiple tasks in a fast-moving, professional environment. In addition, the incumbent must be able to focus in a work environment that resides within an open shared area. This includes the ability to maintain a high level of confidentiality in an open work environment.
The University of Arizona College of Medicine – Phoenix anchors the 28-acre Phoenix Bioscience Core in the heart of the Valley of the Sun. The College inspires and trains individuals to become exemplary physicians, scientists and leaders who are life-long learners and inquisitive scholars. The Phoenix Biomedical Campus embodies the University’s priorities of engagement, partnership, innovation, and synergy in its world-class academic and research initiatives, with clinical facilities throughout Greater Phoenix.
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; retirement plans; access to UA recreation and cultural activities; and more!
The University of Arizona has been recognized for our innovative work-life programs.
Duties & Responsibilities
Track and maintain the Chair of the Department’s calendar and coordinate scheduling of complex and sensitive meetings that involve stakeholders across multiple college affiliations and academic partners, such as Banner University Medical Center-Phoenix; maintain flexible and proactive scheduling systems (UA COM-P and Banner) to accommodate shifting calendars and priorities.
Serve as the primary administrative contact/liaison for the Chair’s correspondence (phone, email, and in-person) with high-level executives, research collaborators, and academia, clinical practice, and college partners; manage the Chair’s mailbox, provide first-line communication for inbound requests, and proactively triage, track, and follow up on requests.
Coordinate and ensure the appropriate meeting platform (e.g., Microsoft Teams, Zoom, in-person) is scheduled and accessible, while assisting with preparation to facilitate smooth and effective participation.
Participate in pre-event meetings for upcoming presentations, conferences, and engagements to identify key themes, coordinate logistics, and ensure all necessary preparations are in place.
Manage intricate travel arrangements for the Chair, including itinerary planning, document preparation, and evaluating options for cost, convenience, and preferences; may also coordinate travel for other leaders and faculty.
Process P-Card purchases, travel expense reports, reimbursements and reconciliation ensuring all documents are submitted and processed in a timely fashion according to deadlines.
Track and manage detailed timelines for special projects, assignments, and deadlines related to events and initiatives
Assist with additional duties and projects that support the overall mission as assigned.
Serve as the visible primary on-site representative for the Department of Internal Medicine’s administrative office, providing assistance to faculty, internal teams, and external organizations as needed; facilitating connections, submitting work orders, coordinating meal arrangements, ordering supplies, and other situations as needed.
Conduct initial triage for situations, processes, and events, providing recommendations to improve decision-making and optimize operational efficiency.
Act as a liaison to arrange and facilitate interactions between the Department of Internal Medicine and academic affiliations, partners, college departments, and research entities or agencies, providing guidance to ensure effective communication, cooperation, and collaboration.
Prepare meeting and presentation materials, conducting necessary research to ensure the Chair has the relevant information for informed decision-making.
Assist the Chair in preparing letters of recommendation for trainees and faculty, ensuring the content is comprehensive and aligned with desired outcomes.
Oversee and maintain the Department’s website and other external-facing activities.
Manage and adhere to the department’s administrative and research project’s budgets, providing input during the annual review process.
Maintain the Chair’s CV and research profile
Collaborate effectively with internal and external cross-functional administrative and research teams.
Creates and prepares specialized reports as requested by the Chair to support decision-making or presentations.
Serve as a key staff member and resource, managing confidential and sensitive personnel and business matters.
Interpret and monitor information regarding operating policies and procedures to ensure compliance.
Coordinate office activities and operations to secure efficiency and compliance with all UA/UA COM-P policies.
Proactively anticipate and identify needs, assemble the appropriate team, and allocate resources to assist the Department in resolving issues and driving initiatives forward.
Oversee the ordering and inventory management of office supplies.
Knowledge, Skills, and Abilities:
Excellent interpersonal, verbal and written communication skills demonstrating high levels of emotional intelligence.
Excellent organizational skills, impeccable attention to detail, and proven experience thriving in a fast-paced work environment where demands may need to be re-prioritized frequently.
Ability to work well with a team while also making decisions independently, to exercise discretion and judgment in areas of responsibility.
Proficient in Microsoft Office, Word, Excel, and PowerPoint.
Minimum Qualifications
Bachelor’s degree or equivalent advanced learning attained through professional level experience required.
Three (3) years of relevant work experience, or equivalent combination of education and work experience.
Preferred Qualifications
Familiarity and experience working within an academic and/or healthcare setting.
Experience customer service experience in a complex, external-facing environment.
Experience with senior/executive-level staff with increasing levels of responsibility and independence.
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
$28.56 – $35.70
Compensation Type
hourly rate
Grade
8
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 Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. 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.
Grade Range Minimum
$28.56
Grade Range Midpoint
$35.7
Grade Range Maximum
$42.84
Career Stream and Level
PC2
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
Open Date
4/14/2025
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.
Letter of Interest: 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 Disclosure of Campus Security Policy and Campus Crime Statistics 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 [email protected].
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Title: CITY ADMINISTRATION – City Secretary
Company: City of Lufkin
Location: Lufkin, TX
