Executive Assistant

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The Chief Innovation Office has a job opportunity for an Executive Assistant to provide administrative and operational support to the Chief Innovation Officer and Vice Provost for U Innovation. Work location: Medical Campus.

CORE JOB SUMMARY

The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) and their functional area(s) to facilitate the efficient operations of the office and function. Responsible for schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. This role represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.

CORE JOB FUNCTIONS                                                                                           

• Primarily exercises discretion and independent judgment in daily activities.
• Completes special assignments for highest level of University administration which requires collecting, organizing, and analyzing data and producing reports which may be the basis of significant decisions.
• Solves operational problems for example supervision, staffing, budget, transfer, equipment, space.
• May serve as the executive’s representative at meetings and express the executive’s viewpoints.
• Contacts or responds to contacts from high-ranking individuals inside or outside the corporation.
• May involve unique situations where each contact must be handled differently, using judgment and discretion.
• Reads outgoing correspondence for executive approval and alert writers to any conflicts or departure from policies or the executive’s viewpoint.
• Interprets requests and help implement action, deciding whether executive should be notified of important or emergency matters. Interpret and adapt guidelines, including unwritten policies, precedents, and practices.
• Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources.
• Gives recommendations for operational and administrative problems.
• Issues and interprets operating policies.
• Assists executive administrative details, often of a confidential nature.
• Coordinates preparation of operating reports such as budget expenditures, statistical reports, or performance measures.
• Analyzes operating practices such as record keeping, forms control, office layout, or workflow, and recommend changes as needed.
• Performs administrative functions such as composing or dictating correspondence, scheduling appointments, etc.
• Maintains calendar, types, provides routine and general clerical support or medical-related support which may include patient care, student service, reports, and statistics.
• Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.
• Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Orders office supplies.
• Composes correspondence or selects standardized formats.
• Prepares financial forms (IDRs, BERFs, Pos, work orders, check requisitions, etc for department).
• May provide ancillary support to physicians, clinical activities, business services, student services, etc.
• Arrange and track travel (hotel, air, itineraries) and reimbursement.
• Maintain/update NIH biosketch, CV and non-NIH bios.
• Assist in grant preparation (budgets, compilation of documents, etc.,).

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                        

Education:

Associate’s degree in relevant field. Bachelor's degree preferre