Executive Assistant to the Chair

Job description

Overview

GENERAL SUMMARY:

Under the general direction of the department Chair or Administrator, the Executive Assistant to the Chair perfoms a variety of confidential and complex duties in support of the department Chair and senior staff.

Responsibilities

ESSENTIAL FUNCTIONS:

 

Academic Coordination                                                   

  • Coordinate the faculty recruitment process. Ensure timely scheduling of interviews and the coordination of all logistics        
  • Update format, and assemble biosketches, publications and other proposal submission documentation
  • Ensure that assigned budgets and post grant award accounts are within budget, balanced, and communicate with vendors and subcontractors to ensure prompt delivery, service, repair, etc.
  • Coordinate the grant submission process, ensuring timely complete submissions
  • Participate in the planning and organization of the office in terms of staffing to ensure project deliverables. Develop a comprehensive knowledge of administrative activities of the department and the Medical School

General Responsibilities                                                  

  • Function as an intermediary in communicating sensitive /confidential information to senior administration or external sources and maintain the integrity of personnel files
  • Draft, review, type, proofread, edit, copy, file and prepare routine correspondence for Chair and file a variety of materials such as correspondence, manuscripts, grant applications, reports, lectures, purchase orders, and professional papers        
  • Create, organize and maintain Chair’s calendar, answer and screen telephone calls, take messages or relay information within scope of authority, open, review and prioritize incoming mail and arrange orders and maintain all departmental and Chair office supplies
  • Provide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reports                                       
  • Disseminate agendas, take minutes, and disseminate minutes and other follow up communications

Data Support                                                      

  • Gather, organize, and maintain data and a proficiency in graphing, data-entry, spreadsheet, presentation software and other technical applications.
  • Perform bibliographic retrieval and data management; efficiently and thoroughly researches articles, abstracts, manuscripts, books and scholarly articles

 

Travel and Event Support                                                

  • Screen and /or arrange conferences, retreats, seminars, meetings, interviews and appointments by coordinating facility and service availability within and outside the department, including the coordination and implementation of social functions, honoraria engagements and contracts
  • Ascertain and arrange travel logistics and coordinate schedules; complete travel advances and authorization forms, submit voucher forms with appropriate receipts and information, and maintain travel records

                                                               

Clerical Support                                                 

  • Greet visitors; ascertain their needs and provide information                
Qualifications

                                                                                                               

REQUIRED QUALIFICATIONS:

  • Bachelor's Level Degree or equivalent in Business Administration, Management or Accounting or related field, or equivalent
  • 3 to 5 years of administrative and budgetary experience
  • Proficient in Microsoft Office products: Word, Excel, PowerPoint, and Outlook
  • Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
  • Ability to prioritize and problem solve
Additional Information

PREFERRED QUALIFICATIONS:

  • Additionally, we will consider applicants with Bachelor’s level degree or equivalent in Science, Engineering, Literature, Business, or other fields. 
  • This position requires minimal budgetary experience.
  • Proficient in Google products: Google docs, Sheets, Slides, Calendar
  • Strong editing, organizing, and budgetary skills to assist in the preparation of research grant proposals, especially NIH proposals 
  • Edit, update, and assemble all types of documents related to submission of research grant proposals, including research description, budget justification, biosketches, bibliography
  • Edit, update, and assemble all types of documents related to research grants reporting, including progress reports, just-in-time information.

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Job No:
Posted: 2/17/2021
Application Due: 2/16/2022
Work Type: Full Time
Salary: