Executive Team Coord I-Administration OB GYN

Job Description This position is responsible for working independently for an AVP, VP, SVP or Chair Executive by providing office support to increase the efficiency and effectiveness of the Executive. Handles a wide variety of situations requiring knowledge of the overall functions of the Executive’s area of responsibility with tact and confidentiality. Acts as a central point of contact for other departmental associates and as a liaison for other Executive Team offices. Responds to inquiries and independently represents the Executive in managing internal and external customers. May be responsible for organizational functions such as revision and maintenance of policies and procedures. Typical duties include maintenance of budget records and developing communications on the Executive’s behalf. May support subcommittees of Board of Directors/Managers including meeting attendance, preparing minutes maintaining all records, following up on action items and agenda preparation. Essential Functions Manages Executive priorities in planning, communication, and coordination of departmental activities. May provide support to subcommittee of the Board of Directors or Florida or Delaware Board of Managers, including selecting and contracting for meeting site and arrangements; preparing agenda with Chair and ensuring all materials are available; attending and taking minutes; preparing summary report for Chair to present to full Board; preparing complete transcription of minutes; following up with committee members. Sets up departmental meetings including agendas, ensuring appropriate parties are included, and providing pre‑meeting materials. Prepares correspondence for the Executive’s signature and for own departmental activities, including internal distribution and external vendors. Prepares reports and presentations for the Executive and others; handles research, data gathering, and reporting on results. Maintains records for budget and other activities such as purchase orders, accounts payable requests, travel records, confidential reports; prepares expense reports. Represents the Executive in dealings with internal and external contacts; answers questions or resolves problems independently and informs the Executive of issues. Ensures departmental associates are aware of activities, meetings, policies and procedures. Arranges travel for the Executive and others; coordinates with other executives as needed. Might supervise other clerical/administrative associates, including recruiting, training, coaching, counseling, and disciplining. May perform other functions such as writing, revising, communicating, and maintaining policies and procedures. Additional miscellaneous duties and responsibilities as may be assigned by the supervisor. Job Requirements High School diploma required; Associate degree preferred. Experience Minimum of 3 years administrative assistant experience; 3‑5 years of job‑related experience required. Senior Management Experience Experience supporting faculty and academic appointment process. #J-18808-Ljbffr