Executive Assistant - Neonatology

General operations

• Support and comply with all standards for UPHS licensure; to include JCAHO, State and any other licensing agencies.
• Complete all annual in-service programs and other compliance requests either online, in person, and/or in writing as established by UPHS and Department policies.

Office management

• Manage the routine operation of the Chair’s Suite, which includes oversight of the administrative support staff of the Vice

Chairs and Executive Leadership

• Ensure efficient operations, including adequate coverage as appropriate
• Approve time-off
• Evaluate performance
• Manage and maintain complex calendars of the Chair, COO, COS
• Schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of responsibilities and priorities of executives
• Ensure that executives are prepared for meetings
• Coordinate travel arrangements
• Develop itineraries
• Process reimbursements and payments
• Manage incoming calls and email

Reports

• Collect and compile data, statistics and other materials accurately for reports, budgets, correspondence, etc
• Research available sources thoroughly to gather requested or needed information

Written communication/documents

• Prepare, edit, and distribute various materials
• Compose and prepare correspondence for signature, using correct grammar and format, and meeting content requirements
• Maintains files and records

Credentials:

Education or Equivalent Experience:

• Bachelor of Arts or Science (Required)
• 3-5 years’ minimum experience providing administrative support to management, preferably in a university or academic medicine environment.