• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $75,000- $90,000

Position Summary

The Executive Assistant supports a dynamic, fast-paced executive-level team within the Department of Dermatology. Reporting to the Departmental Administrator and the Chairman and working collaboratively with the Directors, the Executive Assistant will perform personalized and confidential administrative duties with discretion and independent judgment and interface; while interfacing with senior and administrative staff members and a wide array of University and Hospital offices, faculty members, corporations, and government agencies.

Responsibilities

• Providing executive-level support for the Chairman of Dermatology and the Department Administrator.
• Resolving problems independently, relieving the Departmental Administrator and the Chairman of matters of detail, drafts, and initiating correspondence.
• Coordinating and assisting in gathering resource information for meetings and presentations and prepare reports and presentation materials.
• Managing the Departmental Administrator's and the Chairman's calendars, using sound judgment in determining priorities and overseeing all engagements and extensive travel schedules.
• Participating and supporting assigned projects and initiatives, such as department website updates, and maintenance.
• Preparing necessary purchase orders and related documentation for purchasing/accounts payable for approval by the appropriate FPO executive.
• Keeping current on all organizational, regulatory compliance, and patient privacy training policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and ensures that all staff has completed all required training.
• Screening all incoming calls, mail and visitors; handling or redirecting contacts and communications does not require the administrators' immediate and personal attention.
• Communicating directly on behalf of the executive(s) professionally bridging smooth and clear communications with internal departments and external constituents.
• Maintaining personal and confidential files.
• Preparing financial expenditure reports and monitoring for timely processing.
• Taking and transcribing dictation, signing routine administrative correspondence, and performing other duties with discretion.
• Scheduling meetings, conferences, and appointments, advising attending parties of subject matter, and providing required material.
• Assisting with coordinating and organizing departmental conferences and events.
• In collaboration with the Clinical Operations staff, coordinates Chairman's patient schedules.
• Coordinating receipt of medical records and review by the Chairman before approval of new patient appointments.
• Receiving requests requiring Rapid Resolution and forwards to clinical staff for triage and scheduling; and reporting data monthly.
• Investigating and obtaining explanations of problematic situations and discrepancies, maintaining follow-up on essential projects and assignments.
• Overseeing and maintaining purchasing for administrative office (e.g. office supplies, beverages, food supplies) ensuring adequate supplies.
• Working with faculty and staff to provide information as needed.
• Performing other tasks as assigned and required.

Minimum Qualifications

• Requires a Bachelor's degree or the equivalent in education, training, and experience, plus three years of related experience.
• A minimum of 3 years of related experience including providing administrative support to senior executives.

Preferred Qualifications

• Must be a motivated individual with a positive mindset and exceptional work ethic.
• Occasional availability outside of core business hours may be required to support special events and committees depending on need.
• Must successfully complete systems training requirements.

Other Requirements

• Demonstrated proficiency in project management skills including planning and executing technical and operational project activities with cross-functional teams.
• Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely.
• Demonstrated proficiency in problem assessment, resolution, and collaborative problem-solving in complex, and interdisciplinary settings.
• Ability to be a strong collaborator and support peers through new and changing situations.
• Demonstrate a professional and compassionate manner while conveying a positive image of the organization.
• Ability to communicate effectively in both oral and written form.
• Ability to interact positively, constructively, and effectively with professional staff, providers, and organizational stakeholders.
• Ability to work independently and follow through and handle multiple tasks simultaneously.
• Ability to work with a variety of individuals and groups constructively and respectfully while appreciating the unique contributions of an inclusive workforce that brings together the talents of people across multiple identities.
• Strong commitment to fostering diversity and equity.
• Strong proficiency in Microsoft Office (Word & Excel) or similar software is required as an ability and willingness to learn new systems and programs.
• Must be a motivated individual with a positive mindset and exceptional work ethic.
• Occasional availability outside of core business hours may be required to support special events and committees depending on need.
• Must complete systems training requirements.