Executive Assistant - Pathology

University of Kansas Medical Center • Kansas City, KS

1d • Onsite

About The Position

The Executive Assistant provides the Department Chair with a wide range of support. This will include administration, coordination, and project management duties, all requiring self-direction with frequent interaction with executive-level associates within and outside of the Department. The Executive Assistant serves as the primary point of contact for the Department and the Chair’s Office.

Requirements

• High School graduate or equivalent.
• Five years’ experience as an Administrative Assistant, Executive Secretary and/or related level experience.
• Experience in Microsoft Word, Excel, PowerPoint and Access required.
• Organization and time management skills.
• Communication skills.
• Computer skills.
• Resume/CV
• Cover Letter

Nice To Haves

• Bachelor's degree in Health Care Management or related field.
• Experience working in an Academic or Health Care setting.
• Experience with Microsoft Project Manager.

Responsibilities

• Identify and access reliable resources, develop executive summaries and other preparatory materials.
• Provide high level administrative support with minimal direction to follow each assignment through completion.
• Serve as the primary point of contact for departments, offices and individuals seeking information from or time with the Chair.
• Develop and maintain calendar management system for Pathology Chair, independently prioritizing meetings and protecting work time.
• Responsible for managing the Chair’s commitments, speaking engagements, and other opportunities including gathering comprehensive, relevant details, and preparing presentations and remarks.
• In preparation for event, ensure the Chair receives all background materials, with remarks, itineraries, etc., in a standardized format for events at which he is expected to speak (meetings, celebratory ceremonies, graduation).
• Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Chair’s ability to effectively lead and support the organization.
• Work with the Administrative team to oversee and partner in planning of events.
• Collaborate closely with the administrative team for clinical research to understand the Chair’s upcoming deadlines, prioritize meetings and demands of research network collaborators, and manage travel and other duties funded through grants.
• Make travel arrangements for multiple annual conferences and for outreach visits throughout the state.
• Maintain CV of Chair, including updated publications and presentations.
• Lead Pathology activities in Workday, including requisition creation and hiring workflow coordination.
• Maintain Chair’s timekeeping delegation in Workday.
• Work with the Chair’s research laboratory contact to process test billing monthly.
• Collaborate with leadership teams to plan and carry out annual department reviews, including writing the initial draft of the report.

Benefits

• Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan.
• Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available.
• Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays.
• One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment.
• A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees