Executive Healthcare Administrative Assistant (College of Medicine)

Description

Coordinates, directs and manages the office of a top College of Medicine executive.

1. Coordinates and manages the daily schedule of the COM executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders.
2. Maintains appointment/meeting schedule and calendar.
3. Makes travel arrangements, screens all in-coming telephone calls, and sorts and prioritizes mail.
4. Drafts routine responses to correspondence as needed.
5. Functionally supervises projects in the office of the executive.
6. Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals.
7. May supervise secretarial and clerical staff in the office.
8. Performs other job-related duties as assigned.

Additional Job Information:

• Purchase departmental office supplies, process faculty purchase requests and reimbursements, handle procurement card purchases, and submit related expense reports, awhile ensuring compliance with university purchasing policies and procedures.
• Collaborate with vendors and suppliers to obtain competitive quotes, ensure timely delivery of goods and services, prepare purchase requisitions, track orders, and maintain records of purchases
• Coordinate all aspects of travel for the department chair and faculty, including flight bookings, hotel reservations, meal reimbursements and ground transportation securing necessary approvals, and process travel expense reports for reimbursement, ensuring accurate documentation while ensuring compliance with university travel policies and procedures

EEO/AA

Qualifications

Bachelors and 5 years experience

Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline;or the basic knowledge of more than one professional disciplines. Knowledge of the discipline is normally obtained through a formal, directly job-related, 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed.Requires a minimum of five (5) years of directly job-related experience.

Additional Job Posting Information:
- Department is willing to accept education in lieu of experience.
- Department is willing to accept experience in lieu of education.