EXECUTIVE ASSISTANT

Hiring Department

The Department of Emergency Medicine

Job Description

Provides high-level administrative assistance and office support to the Chair & Vice-Chair of the Department of Emergency Medicine. May also assist with administrative assistance to the Director of Department & Clinical Operations, and Manager of Operations. Independently coordinates schedules, prepares correspondence, and works to bring department business initiatives together collaboratively and cohesively. This position is for a qualified candidate that has extensive experience with high-level administrative duties. Qualified candidates should have experience in an academic environment and have excellent written and verbal communication skills. You could be a top choice if you work well in a rapidly expanding department and are eager to be a part of a high performing team.

Anticipates and prepares materials needed by the Chair, Vice-Chair, Director & Manager of Operations for conferences, meetings, appointments, and telephone calls and/or e-mails. Assists with administrative details of confidential situations. Administers/prepares reports, minutes, correspondence, lectures, and administrative. May prepare budgets related to events including space considerations, past requirements, and expenditures. Collaborates with finance to verify expenditures and to ensure compliance with university policies and procedures.

• Acts as a liaison with the Manager of Operations for national and regional conferences, as well as visitor/faculty recruits. Compiles data and information in appropriate formats. Coordinates other special projects as assigned, including high-level clinical and administrative projects assigned. Coordinates schedule availability to optimize accessibility and productivity of the Chair & Vice Chair for Divisional, Departmental, Medical School, Hospital, and national responsibilities.

• Prepares special reports, summaries, or replies to inquiries. Designs slides, figures, and tables for presentations at meetings and for publications using PowerPoint, Visio, or other required software. Uses web-based video technology to prepare presentations, independently preparing professional materials capable of going from design to distribution with minimal oversight. -

• Utilizes the appropriate formatting software and can effectively train others in its use. Provides oversight and instructional advice to other administrative staff on how to successfully assist in the preparation and data gathering for the completion of documents.

• Independently drafts correspondence, including policies and procedures as directed by the Chair, Vice-Chair, and Director. Makes decisions about presentation materials and the most effective methods for developing, distributing, and maintaining documents. May be asked to present materials in certain venues. Identifies problems in workflows, reports, and data and brings meaningful solutions to the forefront.

• Compiles data and information for faculty searches overseen by the Chair & Vice-Chair. May assist with creating job advertisements and other publicity material to attract faculty candidates to the department. Utilizes advertisements, physician databases, and fellowship program networks to locate potential candidates. Works with Chair, Vice-Chair, Director, and Manager of Operations, to prescreen candidates and coordinate candidate visits and travel. Develops routine recruitment and staffing reports for budget and scheduling purposes. Assists new faculty in all aspects of orientation and relocation in coordination with the finance and credentialing teams. Prepare and complete expense reports related to travel and meeting reimbursements for faculty and staff.

• Coordinates all levels of administration inclusive of business with leadership and other departments as well as community-based partners.
Prepares all related materials, and anticipates the needs of the Chair, Vice-Chair, and Director in advance to ensure the highest quality clinical and educational services for our patients and trainees while also optimizing faculty resources.

• Creates, edits, and publishes routine financial reports as requested. Effectively presents financial data and ensures accuracy of reports related to physician productivity, Epic data, Workday data, and other data sources in coordination with the Director, Manager of Business Operations, and the Manager of Operations for the Department of Emergency Medicine.

Salary

Salary Range:$17.96- $33.18 (hourly)
Grade:GGS-008
University Title:EXECUTIVE ASSISTANT
Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

Shift

Monday – Friday 8:00 am – 5:00 pm. No weekends or Holidays.

Minimum Qualifications

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary.

Preferred Qualifications

• Three to Five years of experience in a healthcare setting.
• Experience in the development and documentation of operating and administrative policies and procedures.
• Excellent oral and written communication skills.
• Strong critical thinking, problem-solving, and attentiveness to detail.
• Basic knowledge of accounting principles and procedures.
• Organizational skills.
• Ability to anticipate needs and exercise initiative in all aspects of office administration.
• Ability to handle multiple situations with tact maintaining excellent customer service.
• Ability to use discretion and independent judgment, work under pressure and adhere to short deadlines.
• Ability to analyze problems and develop creative solutions in a wide variety of situations.
• Ability to function independently in a professional and confidential manner.
• Independent learner with the highest regard for confidentiality, honesty, and willingness to ask difficult questions.

Columbia Missouri Information

Columbia, Mo., is known as an ideal college town, combining small-town comforts, community spirit and low cost of living with big-city culture, activities and resources. Home to nationally renowned public schools and other colleges and educational centers, Columbia is packed with restaurants and entertainment venues and hosts more than a dozen annual cultural festivals.

Benefit Eligibility

This position is eligible for University benefits. The University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, and educational fee discounts. For additional information on University benefits, please visit the Faculty & Staff Benefits website at http://www.umsystem.edu/totalrewards/benefits

Values Commitment

We value the uniqueness of every individual and strive to ensure each person’s success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.

In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research and engagement.

Equal Employment Opportunity

Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. For more information, call the Director of Employee and Labor Relations at 573-882-7976.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.

Know Your Rights

To read more about Equal Employment Opportunity (EEO) please use the following links:

• Know Your Rights English Version
• Know Your Rights Spanish Version

Vaccination Statement

After careful consideration of COVID-19 virus trends and the overwhelming evidence of COVID-19 vaccine safety and effectiveness, the School of Medicine, along with MU Health Care, the Sinclair School of Nursing and the School of Health Professions, recently announced the decision to require COVID-19 vaccinations by Oct. 1, 2021, for all employees, unless granted a medical or religious exemption.

All new hires will be required to submit proof of vaccination prior to your start date. If you would like to request a medical or religious exemption, you must do so upon acceptance of employment so our team has time to review prior to your scheduled start date. You will not be allowed to begin work until you have submitted proof of vaccination or received an approved medical or religious exemption.

Thank you for helping us to create the safest environment possible for our colleagues, students and our patients by protecting yourself and others through COVID-19 vaccination.

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