Job Description

Contract Length: 6-month contract

Schedule: 40 hrs/week | 9:00–5:00 M-F

Qualifications (Required):

• 3+ years of relevant administrative experience
• Microsoft Office Proficiency; excellent Excel skills
• Strong communication skills
• Strong organizational skills, including supporting more than one officer

Preferred Qualifications:

• Experience in higher education or medical setting

Job Description:

The Executive Assistant provides executive level support to the Chief, Division of Medicine 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 Operations and other executive leadership as needed. 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; providing support for presentations and meetings; and administrative support for department-wide initiatives and events.

The Executive Assistant will aid in new hire efforts by reviewing offer letters, aiding in the faculty appointments & promotions process, maintaining faculty files with relevant HR documentation, and tracking new hires and terminations for all faculty in the Department of Medicine (DOM). The executive assistant will be responsible for collating and presenting faculty, staff, and department statistical data. This position will be responsible for additional special projects which will be assigned based on the department need.

60% Calendar Management:

• -Schedule meetings and calls; 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.
• -Schedules travel
• -Track of correspondences
• -Track professional licenses, memberships, etc.
• -Manage conference room booking for department conference rooms

30% Provide general office administration/management responsibilities:

• -Order office supplies from Staples and through -Purchase Orders
• -Process Reimbursements
• -Provide support for meetings & events hosted by chair's office or DoM Central including ordering & coordinating food, booking rooms, coordinating speakers and slides
• -Evaluates, develops and revises administrative systems in order to improve efficiency.
• -Aids faculty affairs manager with Appointment & Promotions for all department faculty
• -Tracks new hires & terminations
• -Responsible for collating and presenting faculty, staff and department statistical data

10% Special Projects:

• -Administrative support for department-wide initiatives including but not limited to Evans Research Days, DEIA Week, M.A.D.E. Staff Development Program, Administrative Coordinator monthly series, Monthly Administrative Director meetings, Department Faculty meetings, etc.
• - Regularly reviews status of project and makes modifications to scheduling, costing, equipment, preparing status reports and documents periodically throughout the project.
• - Special Projects as assigned by the Chair of Medicine, the Vice Chair of Finance & Administration and/or the Associate Administrative Director as needed

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