Executive Team Coord I-anesthesia

The Nemours Foundation•Wilmington, NC

About The Position

Nemours is seeking a Executive Team Coordinator I to support leaders within the Department of Anesthesia, to include the Chief and Chair. Responsibilities will include but are not limited to: Provides administrative support to increase the efficiency and effectiveness of the leaders within the Department of Anesthesia. Handles a wide variety of situations requiring knowledge of the overall functions of the executive's areas of responsibility, as well as tact and confidentiality. Manages calendar of leaders requiring knowledge of organizational priorities and schedules of all those involved. Typical duties include setting up meetings including meeting agendas, catering requests, preparation of correspondence reflecting the wishes of leadership and knowledge of the functions. Acts as central point of contact for other departmental Associates on departmental activities. Responds to inquiries and represents the executive in dealing with both internal customers as well as external contacts. May be responsible for organizational functions such as revision and maintenance of policies and procedures. Required Skills: Requires excellent written and verbal skills. Requires good time management skills and ability to prioritize. Works independently as well as functions as part of a team. Builds and fosters professional relationships. Excellent technical skills and knowledge of office software. Requires excellent knowledge of the executive's areas of responsibility and the organization's operations, priorities, culture, and organizational structure. Essential Functions: Additional miscellaneous duties and responsibilities may be assigned from time to time by associates’ supervisor. Sets up departmental meetings including agendas requiring knowledge of the purpose of the meetings, organizational priorities, and confidentiality. Ensures that appropriate parties are included in the meetings. Ensures that attendees know of any pre-meeting work required. Compiles pre-meeting materials. Follows up as needed. Prepares correspondence for the executive's signature as well as for own activities representing the department for both internal distribution as well as to external vendors and other interested parties. Maintains records for budget and other activities such as purchase orders and accounts payable requests, travel records, confidential reports. Prepares expense reports for travel and meetings. Represents the executive in dealing with both internal Nemours customers and external contacts. Answers questions or deals with problems independently as well as determines who to refer problems to. Keeps executive informed about issues. Ensures departmental Associates are aware of activities, meetings, policies and procedures. Arrange travel for executive and others as needed. Coordinate travel with other executives as necessary. May supervise other clerical/administrative Associates including recruiting, training, coaching and counseling, and disciplining as necessary. May perform other functions to support the overall organization such as being responsible for policies and procedures, including writing, revising, communicating and maintaining records. (These are not Nemours-wide policies, but Hospital specific.)

Requirements

Requires excellent written and verbal skills.
Requires good time management skills and ability to prioritize.
Works independently as well as functions as part of a team.
Builds and fosters professional relationships.
Excellent technical skills and knowledge of office software.
Requires excellent knowledge of the executive's areas of responsibility and the organization's operations, priorities, culture, and organizational structure.
High School Diploma
3-5 year of job related experience

Responsibilities

Provides administrative support to increase the efficiency and effectiveness of the leaders within the Department of Anesthesia.
Handles a wide variety of situations requiring knowledge of the overall functions of the executive's areas of responsibility, as well as tact and confidentiality.
Manages calendar of leaders requiring knowledge of organizational priorities and schedules of all those involved.
Typical duties include setting up meetings including meeting agendas, catering requests, preparation of correspondence reflecting the wishes of leadership and knowledge of the functions.
Acts as central point of contact for other departmental Associates on departmental activities.
Responds to inquiries and represents the executive in dealing with both internal customers as well as external contacts.
May be responsible for organizational functions such as revision and maintenance of policies and procedures.
Sets up departmental meetings including agendas requiring knowledge of the purpose of the meetings, organizational priorities, and confidentiality.
Ensures that appropriate parties are included in the meetings.
Ensures that attendees know of any pre-meeting work required.
Compiles pre-meeting materials.
Follows up as needed.
Prepares correspondence for the executive's signature as well as for own activities representing the department for both internal distribution as well as to external vendors and other interested parties.
Maintains records for budget and other activities such as purchase orders and accounts payable requests, travel records, confidential reports.
Prepares expense reports for travel and meetings.
Represents the executive in dealing with both internal Nemours customers and external contacts.
Answers questions or deals with problems independently as well as determines who to refer problems to.
Keeps executive informed about issues.
Ensures departmental Associates are aware of activities, meetings, policies and procedures.
Arrange travel for executive and others as needed.
Coordinate travel with other executives as necessary.
May supervise other clerical/administrative Associates including recruiting, training, coaching and counseling, and disciplining as necessary.
May perform other functions to support the overall organization such as being responsible for policies and procedures, including writing, revising, communicating and maintaining records.