Executive Assistant (H)

Current Employees:

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Accountabilities as Executive Assistant (For Non-exempt Employees Include Percent of Effort):

The Executive Assistant is accountable for duties below:

• Report to and support top-level leadership (Executive Director and above) and their department(s) with high-level executive support.
• Act as executive liaison and advise others of the executive's activities and views on policies or issues, using judgment and discretion.
• Manage executive's calendar and approve/decline meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities.
• Prioritize meetings for executive to include the rescheduling and/or cancellation of other high-level meetings.
• Manage executive’s travel arrangements and budget.
• Independently create memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive.
• Ensure executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
• Use independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of executive.
• Prioritize and manage multiple projects and/or special assignments championed by the executive.
• Lead the planning of annual or ad-hoc special events.
• Train and supervise lower-level clerical staff as needed.
• Adhere to University and unit-level policies and procedures and safeguards University assets.

Additionally, the Executive Assistant is responsible for:

Supporting the Executive Director, Patient Access and all his/her assigned locations (including satellite locations). Managing day to day operations of the office and resolve office infrastructure problems and staff issues to minimize their escalation.

Assisting with Human Resources functions for the department using WorkDay and other process formats:

Recruitment, position requests/drafting of justifications, coordinate career fairs, promotions, reclassifications, and onboarding of new hires.

Assists in supervising exempt and non-exempt employees, including hiring, training, evaluating, disciplining, and terminating.  Monitors employees’ time, i.e., sick, overtime, vacation. 

Assists in evaluating employees on performance at least once a year and twice, if necessary, during the probationary period (new employee). 

Delegate authority as necessary.

Motivate employees through use of positive reinforcement and recognition of employee problems with efforts to resolve these problems.

Investigate inquiries made by: Faculty, Administration and Department Directors, providing prompt feedback.

Optimizing division/department processes as warranted.

Executing special projects and events as requested.

Assisting in overseeing staff electronic timesheet for absences and overtime. Compiling and presenting these data to Executive Director, Director and managers for use in planning and designing new policies. Preparing cost analysis to decrease expenses and improve performance. Approving staff time for payroll.

Coordinating payroll-related activities including leave of absence, annual performance appraisals, salary matters, etc. Preparing and coordinate annual evaluation packets for appraisal by unit supervisors and managers, log in performance data for Executive Director’s review.

Interpreting requests having to do with the department, and implements appropriate action, in a variety of areas including patient dissatisfaction.

Coordinating and conducts leadership meetings in the department. Manages all aspects of department meetings and trainings, including drafting of In-services.

Act as liaison between meeting planners and executive director.

Make decisions in accordance with timelines, budget restraints and conference tone/style.

Identifying office needs and liaise with Procurement Department for the purchase of equipment, materia