What Will You Be Doing in This Role?

The Executive Assistant provides administrative support to executive level and coordinates the administrative activities of the office. Demonstrates initiative, resourcefulness and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger Health System in organizing and prioritizing work, establishing procedures and systems and ensuring the orderly and timely flow of business through the office. Maintains supervisor's calendar, screens calls, schedules meetings, takes minutes at meetings, schedules travel reservations, types correspondence and reports; and performs related duties as required. Coordinates/ administers human resource, payroll functions and participates in maintaining departmental budgetary considerations. This position supports the RMI Chair and global RMI events.

Principal Responsibilities:
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• Screens and prioritizes calls and appointments, routes inquiries to other levels of the organization as appropriate. Maintains Regenerative Medicine Institute (RMI) Chair's calendar, schedules appointments and meetings, makes travel arrangements. Arranges meetings hosted by the department, coordinating meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are provided
• Types from rough draft or verbal instruction, correspondence, narrative and statistical and reports. Takes and transcribes minutes of meetings. Composes more routine business correspondence for supervisor signature independently or with minimal direction. Ensures that spelling, punctuation and grammar are correct.
• Establishes office filing system and database records for office. Prepares periodic, recurring reports from database. Creates special reports and new file and database systems on own initiative as required. Researches, gathers, edits, compiles, and organizes information from other departments, outside agencies, etc. in response to requests for special reports
• Reviews various financial, business and related reports and data; edits for error and makes corrections as necessary, coordinating such action with data originator. Notes variations in data or performance from expectations and ensures that they are brought to the attention of supervisor for action as necessary.
• Coordinates projects, including assisting in: task completion management, setting deadlines, monitoring budgets, maintaining project timelines and associated deliverables.
• Reviews UKG the departmental employee time keeping system per pay period and signs off appropriately.
• Maintains time & effort certification for Chair
• Supports monthly in-person seminar with invited VIP guests
• Supports annual RMI retreat and symposium administratively??

Education:
High School Diploma/GED, (Minimum)

Assoc. Degree/College Diploma, 2 years College degree in Business, Accounting, Computer Operations & Applications (Preferred)

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Work Experience:
4 years Progressive responsibility in office administration with a background of customer service (Minimum)

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Skills, Knowledge and Abilities:
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• Technical\Ability to use software applications and operate technological devices (email, computer,; Proficient typing skills (60-75 WPM); ability to edit materials using Windows or a similar system; Demonstrated expertise in Excel and creating slide decks. (Advanced)
• Communication - Ability to convey and/or receive written/verbal information to/from various audiences in different formats; Able to compose letters, policy statements, procedure manuals and reports; Experienced in organizing and transcribing complex statistical and narrative reports, charts and exhibits suitable for publication and distribution; (Intermediate)
• Time Management - Ability to handle multiple demands and/or manage complex and competing priorities; Experienced in handling multiple tasks with short timelines, and must be able to prioritize assignments (Advanced)
• Time Management - Ability to work within tight timeframes and meet strict deadlines; (Advanced)
• Project Management - Ability to initiate, plan, design, execute, and monitor project(s); Collaborate with internal and external stake holders to Independently complete assigned projects (Intermediate)
• Analytical - Ability to demonstrate problem solving skills and recommends solutions; (Advanced)
• Regulatory - Ability to use discretion and maintain privacy, confidentiality or anonymity; (Advanced)