Executive Assistant

Job Description Summary The Executive Assistant has the primary responsibility for the execution of the day-to-day activities and operations of the Office of Strategic Partnerships specifically supporting the System Executive Director. The individual holding this position is an integral member of the team and interacts with senior executives, department chairs and external partners and other key members of the business community.

Under minimal supervision, coordinates and directs projects and activities to ensure that directives, activities and objectives are accomplished in a timely, appropriate and highly confidential manner. This individual works with the System Executive Director to ensure the financial and strategic goals are realized and may handles matters of a highly confidential nature that require discretion, independent judgment, and decision making.

Entity:
University Medical Associates (UMA)

Only Employees and Financials

Worker Type:
Employee

Worker Sub‑Type:
Regular

Cost Center: CC003449

Pay Rate Type:
Salary

Pay Grade:
Health‑26

Scheduled Weekly

Hours:

40

The Executive Assistant has the primary responsibility for the execution of the day‑to‑day activities and operations of the Office of Strategic Partnerships specifically supporting the System Executive Director. The individual holding this position is an integral member of the team and interacts with senior executives, department chairs and external partners and other key members of the business community. Under minimal supervision, coordinates and directs projects and activities to ensure that directives, activities and objectives are accomplished in a timely, appropriate and highly confidential manner.

This individual works with the System Executive Director to ensure the financial and strategic goals are realized and may handles matters of a highly confidential nature that require discretion, independent judgment, and decision making.

Provides full administrative support to include scheduling and meeting planning; compiling data and preparing correspondence as appropriate; overseeing budget and office management functions like travel reimbursements and supplies.

Reviews incoming correspondence and reports to prioritize and determine their significance.

Gathers data relevant to problems or questions to provide a basis for reply, and prepare non-technical responses.

Coordinates all activities including travel and meeting arrangements; develop agendas; prepare documents.

Serves as key data source for management team and departmental meetings.

Compiles necessary information, reviews agreed on actions and prepares material for meetings of partnership oversight committee meetings.

Interprets institutional policies by researching and ensures system executive director is compliant with all policies and requirements as an enterprise leader.

Compiles information and resolves administrative problems.

Attends meetings with the Director occasionally and provides other assistance as directed.

Coordinates the activities and the functions of the Director to ensure that decisions, activities and objectives are implemented effectively and efficiently.

Supports Director in financial areas and data management related to partnerships, affiliations, contracts and other ventures.

Perform research and project management support as needed.

Updates the appropriate intranet sites timely and frequently.

Monitor department budget, expenditures and commitments on department accounts.

Maintain payroll and timecard systems and records of employee time and PTO/ESL.

Responsible for the department’s purchasing and accounts payable.

Performs other duties and tasks as assigned.

High…