Sr. Executive Assistant

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Responsible for assisting the HSC VP and Executive Dean SOM Office in a variety of areas. Primarily responsible for the organization and time management of the assigned executive. Develops correspondence that includes presentations, speeches, and memos. Organizes all meeting materials and daily follow-up for the assigned executive. Maintains issues lists for the executive, as well as a list of assignments that require follow-up. Collects agenda items, prepares agenda and composes minutes of administrative meetings. Plans and coordinates special events.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Four years of high level Administrative Experience OR Associate's Degree AND Two years of high level Executive Office Experience OR Bachelor's degree.

PREFERRED QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's Degree in Business Administration, Health Administration or related field.

EXPERIENCE:

1. Work Experience in a health care or medical education environment.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Responsible for the organization, time and task management for the assigned executive within the HSC VP and Executive Dean SOM office. Prepares meeting materials in advance. In many cases this will involve contacting meeting participants in advance to determine the proposed outcome. Organizing/rerouting of all correspondence to the assigned executive within the HSC VP and Executive Dean SOM office in order to assure a timely response. Maintaining a “to do” list for the assigned executive within the HSC VP and Executive Dean SOM office.as well as keeping track of all tasks that are assigned out of the Vice President or Dean's office. In many cases follow-up will be necessary in order to update the executive with regard to task status.

2. Responsible for overseeing all internal and external correspondence for the assigned executive within the HSC VP and Executive Dean SOM office. Independently prepares memos, presentations, and or speeches to external affiliates, University administration, including all WVU deans, chairpersons and faculty, regarding procedural matters, requests for information, deadlines, etc. Prepares letters of response to other institutions, organizations, agencies, national accrediting organizations, specialty societies. Prepares content for monthly School of Medicine newsletter and assures appropriate distribution.

3. Responsible for a number of special events hosted by the HSC VP and Executive Dean SOM office. May include annual and special receptions, dinners, luncheons, seminars, etc. Selects sites, menus, and seating for special events; arranges for lodging and transportation as needed; selects recognition gifts and plaques and determines wording for same. Drafts invitation and program for event. Makes arrangements for retreats as requested by the HSC VP and Executive Dean SOM.

4. Receives and diplomatically handles calls and visits from administrators, faculty, students, patients, and referring physicians, parents, national specialty societies, medical school organizations, representatives of the news media, members of the Board of Trustees, legislators, congressmen and other national and state dignitaries. Arranges clinic and physician appointments upon request.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Normal visual acuity.

2. Ability to sit at a computer for long periods of time.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Normal Office Environment.

SKILLS AND ABILITIES:

1. Must be constantly alert to and anticipate needs of Vice President or Dean. Deadlines may be extremely tight, and failure to meet these deadlines can be critical. Total concentration and constant attention is required.

2. Analyzing and finding solutions to office procedural issues; requires analysis of problem areas.

3. In the absence of the Chief Business Affairs Officer, the incumbent may have to make independent decisions about how to respond to specific requests from all constituencies and make appropriate referral of calls or requests.

4. Make recommendations to the HSC Vice President or Executive Dean and to departmental office staff and chairs about problems that may arise.

5. Make recommendations to the Chief Business Affairs Officer with regard to policies effecting departments and other aspects of the WVU HSC and School of Medicine.

6. Due to the wide range of individuals with whom the person in this position is interacting, failure to handle these contacts correctly and diplomatically could have adverse effects on the HSC VP and Executive Dean School of Medicine office and the institution. Release of incorrect or confidential information could have serious legal repercussions.

7. Must demonstrate excellent interpersonal and communication skills, both in writing and orally.

8. Demonstrated proficiency in Microsoft Office software (including but not limited to, Word, Excel, PowerPoint).

Additional :

Scheduled Weekly Hours:

40

Shift:

Day (United States of America)

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

8382 UHA VP Office Research and Graduate Education HSC

Address:

1 Medical Center Drive Morgantown West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.