The Department of Orthopaedic Surgery and Rehabilitation is looking for an Executive Assistant to join our team. This role will provide administrative office support for the Department Chair and the Executive Administrator. The ideal candidate will be very organized and detail-oriented. They will be able to collaborate with a wide variety of people, while also able to operate with minimal supervision.
Manage calendars and schedule appointments independently, or as directed
Orchestrate the public relations of the department in conjunction with the Chair and the Executive Administrator
Facilitate communication and dissemination of information among faculty, and staff within the Department, Division, University, Medical Center and outside agencies
Interact daily with various Medical Center and University personnel while performing the responsibilities of the job
Effectively communicate with a broad range of individuals internal as well as external to the University
Serve as editor and assumes primary responsibility for generation of key department publications including the annual report, promotional materials used for recruitment and fund raising purposes
Work closely with the Chair and Executive Administrator coordinating the administrative needs of the Department --- ensures that all reporting documents are submitted to the Chair, ensures that follow-up items are acted upon by the committees etc.
Performs ongoing assessment of the Chair's office organization and functioning, advise the Executive Administrator of deficiencies in office systems and operations and recommends solutions
Assumes responsibility for completely resolving complaints/issues not resolved at lower management or staff levels
Provide administrative support to the Chair including production of documents such as agendas, spreadsheets, reports, notices, and on call schedules
Complete special projects on a regular basis or as assigned. Independently plan and arrange department special events, meetings and seminars, actively participate in faculty and resident recruitment activities, determining suitability of space for requested activities
Regularly monitor and standardize procedures to improve the efficiency of the Chair's office
Ensure that faculty members' curriculum vitae is updated on a regular basis
Receive and investigate issues/problems needing a response from the Chair or Executive Administrator
Appropriate triage of telephone calls
Greet scheduled visitors and escort to appropriate area or person
Secure and confirm travel arrangements, prepare itinerary, provide written lodging confirmation, and travel suggestions for academic recruits
Maintain current directory of accommodations and transportation available and be able to answer inquiries concerning transportation and accommodations
May coordinate clerical support, including recommending various personnel actions related to clerical staff including but not limited to hiring, performance appraisals, and promotions; determining work priorities and scheduling work flow to meet deadlines; and ensuring accuracy and timeliness of work
Attention to detail
Able to work autonomously
Education, Experience and Certifications:
Bachelor's degree plus a minimum of two years progressively responsible administrative experience OR a minimum of five years of progressively responsible administrative experience required.
Technical Knowledge or Skills:
Strong competency with Microsoft suite to include Outlook, Word, and Excel required. Experience in an academic medical center preferred. Experience with medical center systems (e.g. EPIC, Optime) preferred
Familiarity with central administration within a complex research university environment required
Excellent verbal and written communication skills required
Excellent interpersonal and customer service skills required
Ability to handle public contacts with courtesy, clarity, and diplomacy required
Ability to handle sensitive and confidential situations and information with absolute discretion required.
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required
Excellent problem-solving skills required. Ability to use appropriate resources to resolve an issue required
Ability to follow an issue through to resolution required
Considerable skill in working both independently and as a team member required
Ability to take initiative and organize and complete projects with minimal supervision required
Proficiency with word processing applications and spreadsheets and databases required
Experience with other software applications (e.g., Adobe Acrobat, and Photoshop or the equivalent) preferred
Reference Contact info upon request
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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