EXECUTIVE ASSISTANT

Location
Philadelphia
Posted
Apr 07, 2017
Institution Type
Four-Year Institution

Duties: The Executive Assistant to the Vice Dean /Chief Clinical Research Officer, Director for ITMAT Educational Programs, and Senior Associate Vice Provost for Human Subjects Protection is responsible for the smooth and efficient operations of this complex and dynamic organizational structure. The executive assistant will manage complex projects such as FDA Audits, Office of Human Research Protections (OHRP) inspections, consultant reviews, visiting national and international delegates, Association for Clinical and Translational Science (ACTS) national meetings, and other special events. In this role, he/she will supervise an Administrative Assistant. The Executive Assistant will manage complex travel arrangements and calendars; act as the first point of contact for internal and external colleagues, auditors, inspectors and consultants ensuring a welcoming and professional atmosphere; communicate in a timely and professional manner; handle inquires and requests from external and internal constituencies; manage complex and confidential material; compile and summarize data; organize and maintain records and files; compose, proofread, disseminate correspondence and forms; prepare visual and text materials including slide presentations and reports; prepare minutes for all advisory meetings related to ITMAT Education and OCR Leadership council and IT governance; coordinate large internal and external constituencies in support of the clinical research and education missions; manage internal office needs including supply ordering and inventory management, catering and room reservations, processing purchase order requests and work order requests; Candidates should possess a positive attitude, convey a pleasant and welcoming environment to all internal and external colleagues, be detail oriented, anticipate problems and solutions, and have excellent written and verbal communication skills.

Qualifications: BA/BS and minimum of 5 to 7 years experience in providing administrative support to senior level executive in a university academic medicine environment or an equivalent combination of education and experience required. Excellent oral and written communication, organizational, and interpersonal skills. Ability to work independently, prioritize work projects, and problem-solve. Ability to exercise discretion in working with highly confidential and sensitive matters. Ability to exercise initiative in collecting data and preparing reports. Extensive knowledge of software programs. Excellent typing/transcriptions skills. Ability to manage multiple tasks in busy office setting with simultaneous demands and frequent interruptions. Ability to interact with internal and external senior level officials.

Reference Number: 40-25347

Salary Grade: 027

Employment Type: Exempt

Org: TM-Institute for Translational Medicine and Therapeutics

Special Requirements: Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Job Family: A-General/Professional Administrative