Executive Assistant, Medicine
Medical Faculty Associates, Inc

Job Info

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Position Summary

The Executive Assistant provides the Department Chair with a wide range of support. This will include administration, coordination, and project management duties, all requiring self-direction with frequent interaction with executive-level associates within and outside of the MFA. The Executive Assistant serves as the primary point of contact on all administrative matters pertaining to the Department Chair and is responsible for the coordination of faculty affairs for the Department. This role operates in a dynamic, results-driven, fast-paced environment with regular exposure to confidential data and situations requiring discretion, tact, diplomacy, and good judgment. To be successful, the Executive Assistant must be proactive, have exceptional attention to detail, and be a strong problem-solver.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.

• Manages an extremely active calendar of appointments and prepares correspondence that is sometimes confidential.
• Plans, Coordinates and ensures that the Chair's schedule is followed and respected.
• Communicates directly, and on behalf of the Chair, with various internal and external stakeholders, when approved as a delegate.
• Manages all aspects of faculty employment, including recruitment, onboarding, compliance tracking, University Faculty Affairs coordination (adhering to University and Federal guidelines), and off-boarding of Department physician faculty.
• Coordinates the University Annual Faculty Report process for the department, and supports the Appointments, Promotions, and Tenure Committee by preparing all applications for faculty appointment and promotion. Works with candidates to compile and draft documents for applications, and counsels faculty on the process.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the office, including those of a sensitive or confidential nature. Determines appropriate courses of action, referral, and/or response.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Chair's ability to effectively lead and support the organization.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Establishes and maintains critical files and follow-up systems.
• Rarely, but occasionally, available during overtime or weekend work as required for critical projects and travel emergencies.
• Plans, organizes, schedules and prepares materials for faculty meetings, departmental or University-wide activities such as graduation ceremonies, conferences, and other faculty, student or alumni functions.
• Communicates with other University representatives, government agencies, student or alumni groups, learned societies, accreditation bodies, and other individuals or groups to exchange information, enlist cooperation and implement departmental programs.
• Provides general support to the department as needed and includes supporting other administrative functions within the department during absences.
• Other duties as assigned.

Qualifications

Education

• High school diploma is required.
• A Bachelor's degree in business administration or human resources is preferred.

Experience

• Five or more years of experience in administration with at least three years directly supporting a senior executive is required.

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