Executive Assistant - Ambulatory Operations Improvement - Full Time 8 Hour Days (Non-Exempt)(Non-Union)

Executive Assistant

The Executive Assistant provides administrative support to the Chief Officer or Executive Leader and is responsible for office supervision including organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

Essential Duties

• Administers operations of the Officer or Executive Leader's office. May include functions such as supervising staff, managing electronic information systems, authorizing acquisitions, maintenance and repair of equipment and facilities, ensuring department's conformity to university policies and procedures, resolving complex departmental problems. Maintains currency on revisions to department, school and/or university policies and procedures. Analyzes department operations, prepares reports including conclusions and recommendations for change.
• Provides personnel management for the Officer or Executive Leader's office. May include maintaining accurate, secure and confidential faculty and/or staff records, administering faculty benefits programs (including sabbatical leaves) as appropriate, reviewing all proposed departmental staff changes and recommending approval/denial, faculty and/or staff recruitment, staff development and career succession planning.
• Establishes and maintains contact with faculty and/or staff members reporting directly to a dean or other university executive, monitors progress of department programs and projects, and apprises supervisor of progress toward and attainment of department goals.
• Manages special department projects on behalf of dean or other university executive. Assists in formation of ad hoc committees and monitors progress toward completion of assigned tasks. Ensures that committee reports and recommendations are submitted in a timely manner. Follows up with implementation, as appropriate.
• Participates in department planning and implementation processes, as assigned. May include budget, contingency, disaster, growth, policy, program/project, space, staff and/or strategic planning.
• Develops and maintains effective communications program within department. Ensures timely reciprocal exchange of information between Administrative Leaders.
• Assists in development, preparation and delivery of reports, publications, speeches, presentations, official correspondence, etc., as needed or as assigned by the Officer or Executive Leader's office.
• Assists in fundraising, public relations and other activities at dean or other university executive's request, including representing department at assigned functions, seeking out funding sources, preparing grant applications, proposals, and/or presentations.
• Maintains currency with organizations and publications in field, updates executive on new developments, and advises on information deemed significant to department operations.
• Assists in student relations, as needed. May include recruitment and retention activities, student counseling and curriculum development.
• Develops and implements security related procedures such as office opening and dosing routines, recognition of duress signals and key controls. Coordinates security activities with university public safety department. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of university's aim prevention and suppression programs and services. Ensures dissemination of security related information to staff.
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent.
• Req 5 years Previous secretarial experience.
• Req Experience in supervising administrative operations of multi-faceted.
• Req Demonstrates excellent verbal and written communication skills.
• Req Computer literacy in word processing, spreadsheets, etc.
• Req Microsoft Office knowledge.
• Req Organization/time management skills.
• Req Able to function independently and as a member of a team.

Preferred Qualifications:

• Pref Specialized/technical training Formal secretarial training or equivalent education.

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)