Sr. Executive Assistant

Welcome! We’re excited you’re considering an opportunity with us! To apply to this position and be considered, click the Apply button located above this message and complete the application in full.  Below, you’ll find other important information about this position. 

Responsible for assisting the HSC VP and Executive Dean SOM Office in a variety of areas. Primarily responsible for the organization and time management of the assigned executive. Develops correspondence that includes presentations, speeches, and memos. Organizes all meeting materials and daily follow-up for the assigned executive. Maintains issues lists for the executive, as well as a list of assignments that require follow-up. Collects agenda items, prepares agenda and composes minutes of administrative meetings. Plans and coordinates special events.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Four years of high level Administrative Experience OR Associate’s Degree AND Two years of high level Executive Office Experience OR Bachelor’s degree.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor’s Degree in Business Administration, Health Administration or related field.

EXPERIENCE:

1. Work Experience in a health care or medical education environment.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Responsible for the organization, time and task management for the assigned executive within the HSC VP and Executive Dean SOM office.  Prepares meeting materials in advance.  In many cases this will involve contacting meeting participants in advance to determine the proposed outcome.   Organizing/rerouting of all correspondence to the assigned executive within the HSC VP and Executive Dean SOM office in order to assure a timely response.  Maintaining a “to do” list for the assigned executive within the HSC VP and Executive Dean SOM office.as well as keeping track of all tasks that are assigned out of the Vice President or Dean’s office.  In many cases follow-up will be necessary in order to update the executive with regard to task status.

2. Responsible for overseeing all internal and external correspondence for the assigned executive within the HSC VP and Executive Dean SOM office.  Independently prepares memos, presentations, and or speeches to external affiliates, University administration, including all WVU deans, chairpersons and faculty, regarding procedural matters, requests for information, deadlines, etc. Prepares letters of response to other institutions, organizations, agencies, national accrediting organizations, specialty societies.  Prepares content for monthly School of Medicine newsletter and assures appropriate distribution.

3. Responsible for a number of special events hosted by the HSC VP and Executive Dean SOM office. May include annual and special receptions, dinners, luncheons, seminars, etc. Selects sites, menus, and seating for special events; arranges for lodging and transportation as needed; selects recognition gifts and plaques and determines wording for same. Drafts invitation and program for event. Makes arrangements for retreats as requested by the HSC VP and Executive Dean SOM.

4. Receives and diplomatically handles calls and visits from administrators, faculty, students, patients, and referring physicians, parents, national specialty societies, medical school organizations, representatives of the news media, members of the Board of Trustees, legislators, congressmen and other national and state dignitaries. Arranges clinic and physician appointments upon request.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Normal visual acuity.

2. Ability to sit at a computer for long periods of time.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Normal Office Environment.

SKILLS AND ABILITIES:

1. Must be constantly alert to and an