Executive Assistant
About The Position
The Executive Assistant (EA) will provide executive-level administrative support to the Chief of Gastroenterology and Hepatology as well as other divisional leaders as assigned. This support will include preparing confidential documents, maintaining complex and complicated calendars; preparing for chief’s meetings, coordinate events in the Division, and coordinating travel schedule for external societies, academic institutions, professional organizations, and outside sponsors. As first point of contact to the Division Chief, the EA is expected to model professionalism and proactively assist or seek assistance for faculty and staff as needed on behalf of the Division Chief. The EA will act as the point person for various faculty affairs inquiries and processes and serve as the Division Faculty Affairs coordinator. The EA will work to execute the Division’s initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, annual one-on-one faculty reviews as requested by the Department of Medicine. In addition to administrative support, the EA will manage select projects from conception to completion and provide periodic updates to key stakeholders.
Requirements
- Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.
- The successful candidate will be detail/goal oriented, have a proven ability to collaborate, be able to multi-task, appropriately prioritize, manage time effectively, exercise mature judgment, and have strong communication skills (oral & written).
- Applicant should demonstrate resourcefulness, initiative, and have excellent interpersonal skills.
- Proficiency with Microsoft Office applications including Outlook, Word, PowerPoint, Excel, and Teams required.
Responsibilities
- Provide executive-level administrative support to the Division Chief.
- Coordinate meetings among the Division’s vice chief’s and leadership team as needed to align a cohesive relationship between divisional administration and clinical priorities.
- Generate and maintain meeting minutes in a timely manner and distribute as necessary.
- Obtain and transmit information as directed by the Chief to GI Leadership, Division Faculty and staff as deemed appropriate by the Division Chief.
- Serve as liaison between executives, executives’ assistants, faculty, administrators, and DOM, PSOM, HUP, PPMC, PAH and UPHS staff and leadership, and leadership and staff of external entities.
- Act as the point person for various faculty affairs inquiries and processes and serve as the Division Faculty Affairs coordinator.
- Execute the Division’s initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, annual one-on-one faculty reviews as requested by the Department of Medicine.
- Manage appointment, reappointment, and promotion processes in coordination with Chief and DOM and PSOM stakeholders.
- Compose and prepare correspondence for signature, using correct grammar and format, and meeting content requirements.
- Keep Chief’s CV up to date.
- Maintain divisional websites, update content as necessary, and ensure compliance with UPHS and PSOM standards.
- Help coordinate annual events and the Chief’s visit to other sites.
- Work with divisional leadership (Vice Chief of Clinical Affairs, Vice Chief of Research, Vice Chief of Faculty Affairs) to manage and otherwise support projects from start to successful completion.
- Be proactive in communications.
- Identify, document, and execute on tasks.
- Provide status updates on projects both to key stakeholders and larger groups as needed.
- Work closely with the division administrator to oversee the flow of the Office of the Chief and to ensure the efficient operation of the Chief’s Suite, which includes maintaining supply levels, working closely with or in coordination with other administrative staff and serving as a resource for other division administrative personnel.
- Perform additional duties as assigned
Benefits
- Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
- Flexible spending accounts for health care and dependent care expenses
- Tuition assistance for employees, spouses, and dependent children
- Generous retirement plans (Basic, Matching, and Supplemental)
- Wide variety of investment options through TIAA and Vanguard
- Substantial amount of time away from work
- Long-Term Care Insurance
- Wellness and Work-life Resources
- Professional and Personal Development resources
- Access to a wide range of University resources, cultural and recreational activities
- Discounts on arts and entertainment, transportation, mortgages, new cars, cellular phone service, movie tickets, and theme parks
- Flexible Work Hours
- Penn Home Ownership Services (forgivable loan for eligible employees)
- Adoption Assistance
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What This Job Offers
Job Type
Full-time
Career Level
Executive
