Executive Assistant III

University of Louisville•Aurora, CO

2d•$67,035 - $100,553

About The Position

The Executive Assistant III will provide high-level administrative support for the Department of Pediatrics Executive Vice Chair and Chair office by handling information requests, performing administrative functions, coordinating reimbursements, preparing correspondence, and managing the vice chair’s schedule. Plan and carry out special projects as needed. Must have the ability to communicate across multiple internal and external organizations with an intimate understanding of the academic mission; work confidentially on multiple issues, compile and deliver oral or written reports/presentations.

Requirements

Bachelor's degree with six (6) years of relevant experience or the equivalent combination of education and experience.
Must have the ability to communicate across multiple internal and external organizations with an intimate understanding of the academic mission; work confidentially on multiple issues, compile and deliver oral or written reports/presentations.
Clerical — Knowledge of administrative and clerical procedures and systems.
Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services.
Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.

Nice To Haves

Strong commitment to customer service excellence.
Excellent interpersonal, written and oral communication skills.
Proficiency in Microsoft Outlook, Word, PowerPoint, MS Teams or Zoom, Adobe DC.

Responsibilities

Manage the complex schedule of the Executive Vice Chair.
Manage and maintain calls and correspondence requests on behalf of the Vice Chair.
Act as a key contact and liaison between Department of Pediatrics and essential Clinical Partners within Norton Children’s, Research, Hospital, and Care practices on behalf of the Vice Chair.
Communicate and follow-up with internal and external organizational representatives including departmental vice chairs, division chiefs, key staff and managers; SOM Dean and dean’s office staff; SOM departments key staff, division chiefs, chairs; key hospital/clinical staff, managers, directors, and vice presidents.
Confirm objectives for meetings, follow up to ensure all participants are prepared.
Capture and disseminate major takeaways from departmental meetings, work with executive team to ensure follow-up.
Monitor progress and achievements for next steps.
Serve as resource for chair office staff, divisional administrative key staff, division chiefs and faculty in coordinating with the research mission of the Department.
Special projects as they come up including research into solutions, data mining and other work as necessary.
Prepare agendas for monthly and quarterly meetings focused on research and other domains of the academic mission of the Department.