Executive Asst. to Dept. Chair, ENT - Main Campus

University Hospitals•Cleveland, OH

2d•Onsite

About The Position

The Executive Assistant to the Department Chair enhances the executive’s effectiveness by providing administrative assistance, information management support, and representation to others. The role handles and recommends disposition of important and highly confidential administrative matters. It supports executive communications and scheduling, meeting and travel preparation, correspondence, reports, records, and administrative projects. The assistant also coordinates activities for senior leadership’s reports, processes payroll for the leadership team, and handles complaints and special requests. The position requires compliance with organizational policies and standards and secure handling of protected health information (PHI), including applicable annual training and adherence to the UH Code of Conduct and policies.

Requirements

At least 5 years of experience in an Executive Administrative Assistant role or customer service environment.
Knowledge of policies and organizational structure.
Exceptional typing, dictation, and Microsoft Office skills.
Strong organizational, interpersonal, oral, and written communication skills, including the ability to deal tactfully with all levels of management within and outside the organization.
Ability to handle confidential information at all times.
Ability to complete tasks with minimal supervision and take a proactive approach.
Ability to adjust to varying workloads and prioritize work.

Nice To Haves

Associate’s degree preferred.
Bachelor’s degree preferred.

Responsibilities

Facilitate communication for and with the executive, answer phones, greet visitors, and serve as a point of contact between the executive and employees or clients.
Monitor and manage the executive’s calendar, appointments, and events.
Prepare for events and board meetings, and arrange executive travel, itineraries, and contact information.
Review incoming internal and external mail, determine its significance, and plan its distribution.
Monitor email for urgent matters and print, respond to, or prepare background information as directed or requested.
Prepare and update PowerPoint presentations.
Assist with preparing or revising speeches and remarks, and gather background information for board and committee meetings and other events.
Manage administrative projects and other necessary duties.
Draft and prepare correspondence for signature; research, coordinate data, prepare reports, and transcribe dictation.
Establish and maintain confidential records and files, and organize the storage and disposal of confidential materials.
Maintain and submit miscellaneous monthly invoices and statements for reimbursement when requested.
Evaluate complaints received by written correspondence or phone, route them to appropriate leaders, and provide them to the executive for review.
Field special requests, research and analyze unusual situations, respond to emergencies, and anticipate the executive’s special needs.
Lead administrative support for senior leadership’s reports, including coordinating PTO requests to ensure coverage, advising on or resolving minor issues, and overseeing projects that cross senior leaders.
Prepare agendas, minutes, reports, and materials as requested.
Process payroll for the leadership team.
Perform other duties as assigned and comply with all policies and standards.
Safely and securely maintain patients’ protected health information (PHI) and comply with applicable training, code of conduct, policies, and procedures.