Senior Executive Assistant

Sr. Executive Assistant - Mental and Behavioral Health Institute (MBHI)

Salary & Benefits: $57-72K, 30 days of paid-time-off annually, health benefits available day 1.

About:  The Mental and Behavioral Health Institute is a recently established institute within Cincinnati Children’s that combines three divisions: Behavioral Medicine and Clinical Psychology, Child and Adolescent Psychiatry, and Developmental-Behavioral Pediatrics.

The newly created position of Sr. Executive Assistant at the MBHI will provide secretarial and administrative support to the Institute Director as well as support for large meetings for the Program Director.  The position will use business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc. for a variety of audiences ranging from internal groups within Cincinnati Children’s to Board members, community partners, and national organizations.  The position will receive, screens, and direct incoming calls, visitors, mail, and email. The position will maintain files, records, calendars, Teams sites, and strategic planning documents.  In addition, the position will arrange business travel, coordinate external meeting arrangements, and/or track expenses.

The position promises creative opportunities to provide feedback on what systems and tools are working or need improvement and to develop templates, processes, and approaches for the new MBHI. The person must be able to adjust quickly to evolving priorities and shifting timelines.

JOB RESPONSIBILITIES

• MBHI Infrastructure Development and Refinement -Assist in setting up administrative systems, including scheduling tools, document management, templates, processes (e.g., Standard Operating Procedures), and communication protocols. Coordinate early planning meetings and track foundational decisions. Support the development of mission, vision, and strategic priorities for the department. Identify gaps in administrative processes and propose solutions. Help establish communication channels with internal and external stakeholders. Coordinate introductory meetings and networking opportunities. Help onboard new team members and coordinate initial training or orientation. Establish and implement reporting systems. Establish office procedures and initiate development of related policies, practices and services.
• Coordination- Coordinate work, schedules, activities, information, and processes. Prioritize tasks. Schedule travel including multiple individuals and locations taking into account budget, travel preferences, and time constraints. Act independently with limited information to integrate multiple complex calendars for cabinet level individuals to fulfill internal and external commitments. Schedule and coordinate conferences, meetings and interviews using judgment about time management and time constraints. Continually adjust to changing priorities that have broad organizational impact and ensure appropriate follow-up. Support complex projects and processes from concept through completion that have organizational impact and/or external constituents. Independently identify resources and practical processes for completing projects; make recommendations to appropriate personnel. Maintain CV and CME records for Institute Director.
• Communication- Develop and maintain efficient internal communication processes to support the activities of the institute, including the monthly BMHI communications. Communicate effectively with executive level personnel. Participate as department/program representative at meetings, relay relevant information, and provide necessary follow up. Act as a liaison with external organizations and leaders. Represent the department/program head as an agent to handle procedural issues, take action, and communicate results back to the appropriate person. Diffuse crises or critical situations in the absence of the Institute Director in conjunction with the Program Director. Act as a gatekeeper, directing people appropriately, deciding upon priority of requests/situations, and escalating as needed to responsible manager. Take ownership of issues and concerns communicated to the department/program and provide follow-up to bring issues to conclusion. Ensure important operational information regarding the division/program is communicated to appropriate staff. Speak in public as a representative of the department.
• Finance/HR- Complete and process forms, documents, and reports. Maintain personnel files. Participate in the interview process for administrative staff. Prepare HR forms for signatures. Monitor budget expenditures; identify and re