Executive Assistant II

Description:

Overview:
The Executive Assistant II provides high level management support to the College of Medicine GME Office (Center for Graduate Medical Education (CGME) Director, Associate Dean for GME, Assistant Dean for GME, and staff). This position assists the GME office in the communication, organization, development and maintenance of administrative and educational materials. Interacts with physicians, residents, coordinators, hospital directors, other hospital executives, as well as members of the academic medicine community. The Executive Assistant II supports GME leadership response to emergent issues related to residents, accreditation and operations. This position also prepares reports on GME initiatives and expansions and supports new program development. Incumbent will maintain the CGME Director, Associate Dean and Assistant Dean’s calendars, coordinate with the department calendar when applicable and screen telephone calls and visitors. This position facilitates the completion of department assignments. This position is responsible for purchasing and travel coordination for the GME Office, as well as other departments in the Dean’s Office. The successful application serves as back-up to the Dean’s immediate staff for vacation coverage and support.

Responsibilities:
•Provides direction and prioritization standards for screening of the GME Executive Team’s mail, e-mail, voicemail and appointments using expert judgement and knowledge.
•Maintains calendars, schedules appointments, coordinates meetings and special events of various sizes and levels of complexity, including conference room set-up for meetings and classes as needed.
•Anticipates GME Executive Team’s needs and proactively bring together appropriate people and resources to support the executive team in addressing issues.
•Coordinates travel arrangements and processing travel transactions for GME Office Staff.
•Coordinates travel documents with the UAMS Travel Office, and coordinates GME Team travel reimbursements
•Prepares itineraries for Associate Dean, Assistant Dean and CGME Director.
•Responsible for completing purchasing requisitions.
•Creates and/or maintains GME Department financial records and monitors expenditures and accuracy of transactions.
•Provides status reports on departmental accounts as required, using SAP reports and internal records. Addresses workspace and resource issues and collaborates with the GME Office Staff on administrative and financial policies and processes.
•Prepares, compiles, produces, edits and distributes correspondence and reports as directed by GME Executive Team.
•Organizes, edits and develops program/presentation materials, detailed handout materials, and maintains intricate training of projects, assignments and due dates for GME Executive Team.
•Develops and prepares agenda, executive summaries and other appropriate documents for meetings and presentations for GME Executive Team.
•Researches information to resolve problems or issues related to GME Department operations. Maintains and updates Associate Dean, Assistant Dean and CGME Director’s curriculum vitae, licensing, professional memberships and other related documentation.
•Answers phones, and responds to office inquiries, providing information regarding policies and procedures as needed.
•Greets GME Department visitors and facilitates visits.
•Processes incoming mail.
•Performs general office management functions such as photocopying, ordering supplies, maintaining inventories of assets, publications and materials, requesting services and equipment maintenance and repairs, managing equipment leases, and software.
•Performs special project and responsibilities as required or assigned.
•Models the Core Values of UAMS – Integrity, Respect, Diversity, Teamwork, Creativity, and Excellence in compliance with company guidelines.
•Other duties as assigned.

Qualifications:
High School Diploma/GED plus seven (7) years of administrative support experience OR Bachelor’s degree in business administration, finance, or related field plus three (3) years of administrative support experience required.

Knowledge, Skills & Abilities:
•Must be proficient in Microsoft Office, Word, Excel, and PowerPoint.
•Preference given to the applicant with cutting edge skills utilizing organizational software such as OneNote, Adobe Suite, database development and management skills, SAP experience, and professional caliber social media communications and experience with SharePoint.

Preferred Qualifications:
•SAP and/or Workday experience is a plus.
•Gateway for UAMS Students (GUS) experience.

UAMS is an Affirmative Action and Equal Opportunity Employer of individuals with disabilities and protected veterans and is committed to excellence.

To apply, go to jobs.uams.edu and search for job number 64717

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