JOB TITLE: Executive Assistant
REPORTS TO: Assistant Program Director
SUMMARY: Assist with daily operations of administrative, clinic, and academic departments by performing a variety of clerical and administrative tasks.
DUTIES AND RESPONSIBILITIES:
-
Answer phones, emails and other correspondence for the Assistant Program Director as directed.
-
Serve as liaison between departments with communications and reporting as directed.
-
Assist in the creation and execution of the Academic Calendar as directed by the Assistant Program Director.
-
Assist with management of supplies, training materials, and organization of boot camp annually per direction of Assistant Program Director
-
Assist with preparation of lectures and presentations by conducting extensive research of peer-reviewed journal articles as directed by the Assistant Program Director
-
Assist with preparation for laboratory trainings.
-
Assist with management of RingCentral links for virtual lectures.
-
Reconcile credit card and expense reports for the Assistant Program Director and Faculty.
-
Manage vendor relationships with building management, caterers, hotels, and meeting venues.
-
Manage calendar invitations for the Assistant Program Director.
-
Assist with Faculty timekeeping issues and/or time off requests.
-
Book and manage all travel for the Assistant Program Director in relation to all conferences, faculty retreat and meetings, including registration for the event, hotel reservations, and flights.
-
Work closely with the Executive Assistant to President to organize and execute yearly Faculty Retreat.
-
Assist with proctoring exams for all residents as directed by the Assistant Program Director.
-
Assist with monthly newsletter, organization portal, and messaging.
-
Attends, and records minutes as needed, at assigned meetings.
-
Manage Faculty Suite-office supplies.
-
Collaborate with the Program Managers on directives provided by the Assistant Program Director as needed.
-
Assists with academic projects or research topics as directed.
-
Performs other related duties as assigned by the Assistant Program Director.
SUPERVISORY RESPONSIBILITIES:
-
This job has no supervisory responsibilities.
QUALIFICATIONS:
-
High school diploma or general education degree (GED).
-
Bachelor’s Degree (BS or BA) or equivalent from a four-year college or technical school, or 2 – 3 years related experience and/or training, or equivalent combination of education and experience preferred.
-
2-3 years’ experience in calendar and expense report management.
-
Computer skills preferred: extensive knowledge of Microsoft Office Suite, some experience with Dolphin, OrthoFi, and Microsoft Dynamics CRM.
COMPETENCIES:
Understands and executes job duties and key responsibilities
- Understand how their job helps their team and department
- Serves as a “utility” player – is able and willing to provide support across the organization
- Shows a hunger for learning and the ability to “ramp-up”
- Continuously seeks opportunities to grow professionally and contribute to the organization at a higher level
Bandwidth Management
Takes initiative to identify what needs to get done even if not asked to do so, seeking guidance before moving forward- Ensures work is done by correctly and efficiently communicated if additional resources are needed
- Effectively and appropriately utilizes technology, systems, and resources to support job functions
Leadership and Relationship Management
Enthusiastically and ardently self-advocates, proactively asking for opportunities and letting their manager know when skills and talents are being un- (or under-) utilized- Demonstrates good judgement in handling tasks and seeks clarity from their manager or department head when needed
- Demonstrates professionalism with staff, residents, faculty, patients and outside of the organization
Maintains a positive, receptive and approachable demeanor; is viewed by colleagues as professionally accessible and willing to help- Confidently and respectfully communicates with colleagues at all levels, ensuring that interactions are consistently viewed as positive, professional and meaningful exchanges
- Proactively communicates status/keeps stakeholders apprised of key information
- Regularly shares ideas and provides input
- Confidently and succinctly articulates the nature of their work, why it matters and how they do it
- Seeks opportunities for presenting at staff meetings
- Consistently exercises discretion and good judgement in communications regarding the entire organization
Cultural Contribution
Operates at all times with a demonstrated understanding of, and appreciation for, the GSO mission statement, vision, and values
•Consistently models behavior in support of a positive, collaborative and respectful culture
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
-
Continually required to sit, utilize hand and finger dexterity and talk or hear.
-
While performing the duties of this job, the noise level in the work environment is usually quiet.
-
The employee must frequently lift and /or move 5-10 pounds.
-
The employee must occasionally lift and/or move 10-15 pounds.
-
Specific vision abilities required by this job include: Close vision; Distance vision; Color vision; Peripheral vision; Depth perception and ability to adjust focus.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.