Administrative Support Assistant II, Department of Obstetrics & Gynecology (Phoenix)

The Administrative Support Assistant II will support the coordination and execution of departmental projects with a focus on women's health, addiction medicine, and integrated clinical services. This position is ideal for a detail-oriented and service-driven individual with hands-on experience in both clinical and administrative settings. The role will contribute to managing project workflows and communication in support of multidisciplinary teams involved in women's health, substance use treatment, behavioral health, clinical care delivery, and health services research.

The Administrative Support Assistant II performs a combination of administrative, research, and project coordination duties that support complex clinical and academic initiatives in women's health, addiction medicine, and behavioral health. This position operates at a foundational level within a multidisciplinary team, requiring attention to detail, adherence to regulatory requirements, and effective communication across research and clinical environments. The individual in this role is expected to exercise sound judgment, maintain confidentiality, and demonstrate adaptability in a dynamic, fast-paced setting. While the duties outlined reflect the primary expectations of the role, the employer retains the right to modify responsibilities or assign additional tasks as operational needs evolve.

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!

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Project Coordination and Administrative Support

• Provides support and coordination for the planning and execution of departmental initiatives in women's health, addiction medicine, and behavioral health.
• Scheduling, maintaining timelines, preparing documents, and supporting general administrative functions to ensure the smooth operation of clinical and research projects.

Research Implementation and Regulatory Compliance

• Provide logistical and technical support for research studies, including the preparation of regulatory documentation, maintenance of IRB- and HIPAA-compliant records, and use of institutional systems for accurate data collection, entry, and reporting.

Data and Documentation Management

• Enter, manage, and safeguard sensitive information within electronic medical records and research databases.
• Ensure all data handling complies with institutional standards for accuracy, confidentiality, and regulatory requirements.

Team Communication and Meeting Facilitation

• Coordinate communications among clinical, research, and administrative stakeholders.
• Schedule and facilitate team meetings, prepare and distribute materials, record minutes, and track action items to maintain consistent project progress.

Participant Engagement and Study Support

• Assist with participant recruitment and intake procedures, including scheduling, outreach, and documentation.
• Collaborate with providers and research staff to manage medication tracking, prior authorizations, and study-specific reporting needs.

Knowledge, Skills, and Abilities:

• Strong organizational, communication, and interpersonal skills.
• Ability to work in fast-paced, team-based environments.
• Ability to manage sensitive data and maintain confidentiality.
• Skilled in Microsoft Office/Google Workspace.

• High school diploma or high school diploma equivalency is required.
• Three (3) years of relevant experience, or equivalent combination of education and work experience.
  
  

• At least two (2) years' experience in women's health, addiction medicine, and behavioral health settings, with familiarity supporting MAT programs and multidisciplinary care coordination.
• Certified Clinical Medical Assistant (CCMA).
• Proficiency in using EMR systems (e.g., Cerner) and managing clinical workflows including, but not limited to, patient scheduling and check-in/check-out.
• Strong understanding of patient confidentiality, insurance processes, and clinical documentation practices.
  
• Understanding of clinical workflows and documentation practices.
• Understanding of compliance standards including HIPAA.

College of Medicine-Phoenix, Office of Human Resources

Talent@arizona.edu