EXECUTIVE ASSISTANT
Job description
Hiring Department
Ellis Fischel Cancer Center
Job Description
The coordinator will perform some or all the job duties listed below:
Supports Cancer Center leaders with daily coordination, and problem-solving, of the Cancer Center administrative office; completes clerical tasks; coordinates calendars & meetings, attends leadership meetings and takes detailed meeting minutes, stores data in an appropriate filing system, communicates with leaders and team members daily.
- Provides administrative support, most often involving highly confidential and/or sensitive materials and situations. Staff various meetings, creates summary reports, and prepares for distribution. Takes minutes and records progress towards strategic plan components. Prepares executive level correspondence, reports, and other materials from rough draft or dictation. Composes letters involving routine matters, acknowledgements, and other subjects.
- Welcome guests, receives and responds to incoming calls/emails in a courteous and authoritative manner; determine needs, redirects to others as appropriate; manages calendar and schedules appointments, determines leaders’ availability for discussions, and follows up to ensure timely response. Maintains resource accounts and ensures timely responses.
Makes all travel arrangements and reservations. Prepares and distributes itineraries for travelers. Escorts guests to appointments. Monitors virtual presentations for questions and provides reminders during speaker presentations. Reserves and sets up event rooms and ensures delivery of ordered items. Ensures tech support is available and speakers are ready to present.
Assists in preparing the leaders for meetings. Anticipates information needs such as including itineraries, supporting documents, and materials; prepares relevant reports and arranges information in folders. Briefs leaders prior to meetings by creating executive level meeting invitations, including the purpose and requestor of meeting, includes relevant prior meeting minutes.
Reviews job applications, reviews time records, and submits for approval. Completes orientation of newly hired administrative staff members, finds, and circulates activities for administrative career development. Supervises summer interns.
Procures and manages supplies to ensure cost-conscious, uninterrupted, and high-quality service delivery. Submits purchase orders and completes expense reports. Sets up delegate access for Cancer Center reimbursements. Completes journal entries and corrections, as needed.
Represents oneself as an ambassador for the Cancer Center. Follows office policies and procedures, and ensures professional communication and coordination with other campuses, departments, staff, students, and faculty. Supports the administrative team, as needed.
Assists with events, as needed, hosted by the Cancer Center. Creates and sends flyers, emails, and announcements to faculty, staff, and students. Assists with planning, set up, and take down of events. Participates in day of event activities and problem-solving. Creates opportunities for positive staff and faculty engagement.
Engages in personal and professional development activities including both hard skills and soft skills. Anticipation, time-management, communication, and critical thinking skills are paramount for this position.
Other duties as assigned.
Salary
Salary Range:$17.96-$33.18 (hourly)
Grade:GGS-008
University Title:EXECUTIVE ASSISTANT
Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.
Shift
Monday – Friday, 8:00 a.m. to 5:00 p.m.
Minimum Qualifications
Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary.
Preferred Qualifications
Strong Microsoft Office Suite skills. Prefer three years of administrative support experience in healthcare.
Application Materials
In addition to the Online Application, please provide a Resume.
Benefit Eligibility
This position is eligible for University benefits. The University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, and educational fee discounts. For additional information on University benefits, please visit the Faculty & Staff Benefits website at http://www.umsystem.edu/totalrewards/benefits
Values Commitment
We value the uniqueness of every individual and strive to ensure each person’s success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.
In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research and engagement.
Equal Employment Opportunity
Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. For more information, call the Director of Employee and Labor Relations at 573-882-7976.
To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.
Know Your Rights
To read more about Equal Employment Opportunity (EEO) please use the following links:
- Know Your Rights English Version
- Know Your Rights Spanish Version
Vaccination Statement
After careful consideration of COVID-19 virus trends and the overwhelming evidence of COVID-19 vaccine safety and effectiveness, the School of Medicine, along with MU Health Care, the Sinclair School of Nursing and the School of Health Professions, recently announced the decision to require COVID-19 vaccinations by Oct. 1, 2021, for all employees, unless granted a medical or religious exemption.
All new hires will be required to submit proof of vaccination prior to your start date. If you would like to request a medical or religious exemption, you must do so upon acceptance of employment so our team has time to review prior to your scheduled start date. You will not be allowed to begin work until you have submitted proof of vaccination or received an approved medical or religious exemption.
Thank you for helping us to create the safest environment possible for our colleagues, students and our patients by protecting yourself and others through COVID-19 vaccination.
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