Executive Assistant

POSITION SUMMARY :

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The Executive Assistant provides executive level support to the Chief, Division of Medicine (BMC) / Chairman, Dept of Medicine (BUSM) / President of Evans Medical Foundation and coordinates the administrative functions of the Department of Medicine.

This position will also provide administrative support to the Vice Chair of Finance and Administration and the Vice Chair of Clinical Affairs.

• Typical responsibilities will include managing travel arrangements; coordinating schedules and meetings; coordinating executive correspondence and communications internally and externally;
• management of department conference rooms and office functions; planning meetings and events; processing reimbursement requests;

and providing support for presentations and meetings / events. The Executive Assistant will aid in new hire efforts by reviewing offer letters, maintaining faculty files with relevant HR documentation, and tracking new hires and terminations for all faculty in the Department of Medicine (DOM).

This position will be responsible for additional special projects which will be assigned based on the department need.

Position : Executive Assistant

Department : Chair of Medicine

Schedule : Full Time Hybrid position with 1-2 work from home days per week

ESSENTIAL RESPONSIBILITIES / DUTIES :

• Provides executive administrative support to a Department Chair, Vice Chair of Finance & Administration and Vice Chair of Clinical Affairs and other department senior leaders, including, but not limited to : scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides using PowerPoint, Excel and Microsoft Word.
• Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.
• Analyzes, categorizes, prioritizes and distributes mail. May initiate responses for Chief’s review and / or complete and send out responses on his / her behalf, as per established protocols.
• Maintains Chief’s calendar up-to-date; coordinates vacation, schedules meetings and appointments with particular attention to preventing scheduling conflicts.
• Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans.
• Schedules meetings, tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc.

as needed. Prepares information packages for meetings, and distributes. Takes and prepares minutes of meetings, as required.

Ensures that minutes and other written documents are accurate and professional.

• Follows up with managers, to ensure adherence to project and tasks deadlines.
• Manages invoices and accounts payable for the department. Manages subscriptions. Assists with monitoring departmental budget and account balances.
• Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget.

Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.

• Evaluates, develops and revises administrative systems in order to improve efficiency.
• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.
• Creates reports, spreadsheets, charts, presentations or other correspondence requested.
• Performs office related duties such as maintaining departmental files, manuals and records; picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
• Acts as a liaison with external customers to ensure efficient communications.
• Conducts online and other types of research.
• Performs other duties and special projects as assigned or as necessary.

Supervision Exercised :

May train and supervise less experienced support staff.

Supervision Received :

Receives indirect to general supervision weekly.

JOB REQUIREMENTS

Education :

Bachelors Degree in related field is required or a combination of additional experience and training will be considered.

Experience :

• Minimum of three years and preferably five or more years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
• 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

Preferred / Desirable :

Previous experience in a Healthcare / academic medicine field is preferred.

Competencies, Skills, and Attributes :

• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
• Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
• Excellent written and verbal communication skills.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

Working Conditions and Physical Effort :

• Regular and reliable attendance is an essential function of the position.
• Work is normally performed in a typical interior / office work environment.
• No or very limited physical effort required. No or very limited exposure to physical risk.

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