Executive Assistant (Revised)

We are seeking an Executive Assistant who will provide expert administrative support and Project Management for the Director and Administrator for the Department of Urology. The Executive Assistant must be a high-performing, equity-minded individual, with the ability to work effectively in a fast-paced, executive work environment. This position requires the ability to multi-task, prioritize, be proactive, and practice independent decision-making. Attention to detail and experience dealing with multiple priorities, complex, multi-variable issues as well as skills in diplomacy, discretion, and confidentiality. This position will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times.

Specific Duties & Responsibilities

• Assist the Administrator with project management for the Director.
• Tracking progress on department goals and projects.
• Organizing materials.
• Following up with appropriate personnel.
• Prepare the Director for meetings and presentations, working with other staff and offices to ensure briefing materials are prepared appropriately, include necessary information and context, and provided in a timely manner in advance of meetings and deadlines.
• Developing agendas, record and track agenda items, and distributing supporting material for the Director, including but not limited to Faculty Meetings, Board of Directors Meeting, Clinical Providers Meeting, etc., as necessary.
• Take minutes at meetings as necessary.
• Plan, write, edit and manage distribution of emails, letters, memoranda and other communications from the Director, Executive Vice Chair, and Administrator.
• Coordinate committees and meetings, including scheduling, invitations, reminders, meeting logistics (including AV, catering, meeting location, video and teleconferencing set-up, etc.).
• Coordinate and distribute supporting material as necessary.
• Proofread, edit and summarize confidential and sensitive information while being discrete.
• Work with the Director and Administrator to plan and implement department that may take place during evenings and weekends.
• In advance of all meetings, confirm Logistics and ensure all parties have the proper materials disseminated for both in-person and virtual events.
• Manage projects, deadlines, determine priorities, comfortably taking initiative and exercising independent judgment to resolve issues.
• Coordinate travel and itineraries for the Director in a manner that promotes the best use of time and promotes efficiency. Prepare travel and accommodation arrangements.
• Manage the calendar of the Director including meetings, appointments, and events.
• Schedule clinic appointments, procedures, OR cases, and other ancillary tests/lab tests/procedures. As necessary, coordinate with other areas to complete scheduling process. Ensure that all patients have their outside medical records scanned into Epic for review in advance of office visit. Assist with rescheduling patient appointments for canceled clinics. Contact all new patients prior to their first appointment to confirm appointment and location. Answer clinical providers’ patient appointment phone number and triage requests accordingly. Assist with financial clearance as needed.
• Be proactive in identifying and resolving scheduling conflicts.
• Receive and screen incoming faxes, calls, and mail; prioritize, organize, and designate necessary action to be taken, deadlines, and follow up.
• Organize meetings as required.
• Provide back-up administrative support as needed.
• Other Duties as Assigned

Special Knowledge, Skills, and Abilities

• Ability to manage multiple projects and establish priorities using independent judgement and ensuring deadlines are met.
• Demonstrated interpersonal, organizational, and problem-solving skills.
• Skill and comfort representing the Director and Administrator to a wide range of external and internal constituencies.
• Ability to work in a fast-paced environment and flexibly handle competing priorities and Stakeholders.
• Skill with creating and establishing workflows and policies for best practices.
• Demonstrated attention to detail and organizational skills are critical, as the successful candidate will be required to track and/or manage various projects and priorities simultaneously while maintaining a high degree of accuracy.
• Strong desire and ability to learn from doing, and to apply such learned knowledge to future matters (commonly referred to as connecting the dots).
• Develop institutional relationships based on a level of understanding and knowledge of the University and its internal and external relationships. Communicate regularly with individuals a