Executive Assistant - JR28549-3800 - The University of Chicago

This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12384726 Department
BSD MED - Cardiology - Administration
About the Department
The Section of Cardiology was founded in 1950 and has a proud history.
We are now charting a new course that will propel us to the forefront of
cardiovascular medicine. The strength of the Section reflects the
quality and dedication of its faculty, trainees and support staff and is
enhanced by the rich environment at the University of Chicago.
Job Summary
The Executive Assistant will perform advanced, diversified, and
confidential administrative support for the Section Chief of Cardiology
in the Department of Medicine.
Responsibilities
- Maintains the executive calendar, exercising considerable discretion
and judgment regarding priorities and effective use of the leader's
time.
- Assist executive with clinical responsibilities on all levels, both
individually and programmatically, communicates with executive's
patients on clinical appointments, triages in-baskets, and sends
patients letters.
- Stay informed of activities relating to University programs and
initiatives, apprising the executive of issues when deemed
necessary.
- Coordinate information flow from executive's office, representing
the executive to other University executives, other University
offices and outside agencies.
- Coordinates complex travel arrangements (domestic and international)
for the faculty/director, ensuring all necessary files, materials,
and supplies are assembled and preparing the itinerary.
- Triages emails and telephone calls for action, faxing, filing, mail
delivery, and copying.
- Resolve routine and complex inquiries.
- Refer inquiries to the appropriate person and follows up to ensure
complete and timely responses.
- Schedule and coordinate meetings, conferences, and special events,
ensuring the executive are prepared through compiling data and other
information and materials.
- Assist in managing the daily operation of the office and may assist
in developing administrative goals and policies.
- Coordinates special projects as directed by the leader. May manage a
portion of the leader's budget, monitoring and reconciling
accounts.
- 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.
- Provides confidential and high-level administrative support for a
leader. Stays informed of activities relating to University programs
and initiatives, apprising the leader of issues when deemed
necessary. Coordinates information flow from leader's office to
University. May staff Board of Directors meetings. Relieves leaders
of administrative responsibilities.
- 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.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include vocational training, apprenticeships or the
equivalent experience in related field (not typically required to have a
four-year degree).
Work Experience:
Minimum requirements include knowledge and skills developed through 7+
years of work experience in a related job discipline.
Certifications:
---
Preferred Qualifications
Education:
- Bachelor's degree in relevant field.

Experience:
- Progressively responsible administrative experience.
- Experience in a university or Academic Medical Center environment.
Preferred Competencies
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills, ability to maintain files.
- Proficiency with word processing applications, preparing
presentations, spreadsheets and databases.
- Ability to maintain calm and courteous demeanor and to work
productively despite heavy workload, competing priorities, complex
problems, and tight deadlines.
- Ability to exercise sound judgment and excellent problem-solving
skills.
- Attention to detail and proofreading skills.
- Ability to exercise flexibility and contribute to the overall work
of the team.
- Considerable skill in working both independently and as a team
member.
- Ability to take initiative.
- Familiarity with administration within a research university
environment.
Application Documentsr