Executive Assistant

The University of Utah•Salt Lake, UT

About The Position

The Department of Biomedical Informatics ( DBMI ) seeks a skilled administrative assistant to assist the Department Chair with his daily schedule, including but not limited to scheduling of appointments, coordinating meetings/conferences, arranging travel and processing reimbursements. The ideal candidate should have excellent oral and written communication skills, as duties include writing and distributing email, correspondence memos, and letters on behalf of the Department Chair and senior leadership. This position will report directly to the Director, Strategic Operations to ensure the efficient and smooth day-to-day operations of DBMI’s administration.

Requirements

Bachelor’s degree in Business, Finance, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience).
Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required.
Demonstrated human relations and effective communication skills are also required.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Responsibilities

Schedules, plans, and coordinates the scheduling of appointments, coordinating meetings, and conferences of department chair. This includes preparing agendas, tracking attendance, and taking detailed minutes.
Arranges travel for department chair, including processing timely reimbursement of travel expenses.
Provides administrative support to upper-level department management by scheduling appointments and coordinating meetings and conferences.
Collects, organizes, and analyzes data for specialized reports, as requested by department chair and/or department management.
Acts as liaison with other executive and senior administrative assistants to handle requests and queries from senior leadership across campus.
Assists with the planning and execution of department events, meetings, and conferences.
Incumbents use independent judgement in resolving various problems that involve faculty, staff, students and the general public.
Must use judgement and discretion when advising others of the executive’s view on policies and other issues.
This position initiates and has input in the hiring and employment decisions related to subordinate staff.
Incumbents in this position may be required to represent the executive at meetings and interact with individuals at the highest levels in public and private organizations on a local and national basis.