Executive Administrative Assistant

Job Summary The Executive Assistant I is responsible for overall support to a Vice President or Chair as related to day-to-day operations of a large or complex department or office. Coordinates the administrative activities for the clinical, administrative, and academic department or departments for which the VP or Chair has responsibility. Essential Duties and Responsibilities Partners with management in the planning, scheduling, coordination and reporting of activities to ensure that projects, goals and objectives are accomplished on time and within budget. Researches, gathers and synthesizes information for reports. Assembles and categorizes data for computation and calculation. Prepares statistical analyses. Monitors budgets and grant allocations, and maintains accruals. Prepares documents required to maintain balanced accounts for review and approval. May maintain departmental employee files, and ensures compliance with regulatory standards. Initiates and follows through on human resources and payroll transactions. Generates weekly payroll submission. Maintains liaison with human resources and payroll to coordinate and resolve issues and problems. May mentor, train and/or conduct orientation for new office support staff and monitor performance. May coordinate administrative, secretarial and/or general office support coverage. May assign work, set deadlines and supervise the work of assigned staff, and participate in performance appraisal process. Assists in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professorships. Assists in the development and coordination of informational packets for participants. Transcribes and distributes minutes. Develops, updates and/or revises informational flyers, brochures, leaflets and mailings. Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included. Ensures adequate restocking of supplies for department. Takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors' contracts and renews as needed. Coordinates meetings and appointments, and maintains supervisor's calendar. Makes travel arrangements and accommodations. Prepares travel reimbursements and expense reports. Screens and prioritizes incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s). Screens telephone calls, answers inquiries or directs caller to the appropriate individual for further information and/or resolution. May assist supervisor with the completion of grant applications, special projects and Joint Commission and other survey preparations. Performs other related duties. Skills 7-10 years related administrative or business experience MS Office Suite - Intermediate