The Executive Assistant will independently manage multiple administrative and management tasks, while providing high-level support to the Executive Administrator, Vice Chair, and Director of Medical Education and Professional Development for the Department of Pediatrics. The role demands a high level of discretion, confidentiality, attention to detail, and flexibility.
Requirements
- Manages telephone and email communications for respective leader and responds or coordinates responses with relevant team members and follows up to ensure complete and timely responses.
- Collaborates on new and ongoing projects. Tracks and helps drive completion of key deliverables and follows up on outstanding items.
- Coordinates events for the Medical Education Office. Researches logistics, assists with planning and preparing presentations, event outreach, and post-event write-ups.
- Prepares and coordinates letters of recommendation, faculty reports, conflict of interest statements, and other institutional documents for leaders' submission.
- Supports creation of Grand Rounds and other event materials and schedules.
- Supports Director of Medical Education and Professional Development for the Department of Pediatrics to conduct regular market research to analyze trends in medical education recruitment to remain competitive.
- Gathers and analyzes data on benefits and incentives offered by peer institutions for house staff.
- Fosters positive relationships with educational institutions and professional networks to enhance recruitment efforts.
- Manages faculty member's individual finances including soliciting and processing travel reimbursements, honoraria, and other internal and external receivables, to ensure timely dispersal of obligated payments.
- Orders supplies and equipment.
- Stays informed of activities relating to University programs and initiatives, apprising the leaders of issues when deemed necessary.
- Serve as an information gateway for general inquiries, including assistance with answering the main administrative phone line and general email.
- Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
- Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
- Coordinates special projects as directed by the leader.
- Prepares write ups for recommendations for operational and administrative problems.
- May manage a portion of the leader's budget, monitoring and reconciling accounts.
- Prepares financial and/or administrative reports.
Benefits
- Generous Paid Time Off
- 401k Matching
- Retirement Plan
- Health Insurance
- Paid Time Off
- University holidays
- Flexible work arrangements
