Executive Assistant II, Academic Affairs

Overview

Executive Assistant II, Academic Affairs

Requisition Number: 10942

Pay Range: $34.09 - $51.45 per hour

Location : CHA Cambridge Hospital

Work Days :
Monday-Friday 8:30-5:00

Category :
Clerical and Administrative Support

Department :
Executive Administration

Job Type :
Full time

Work Shift :
Day

Hours/Week : 40

Union Name :
Non Union

Under the general supervision of the Chief Academic Officer, and reporting to the Executive Assistant to the CEO, the Executive Assistant II, Academic Affairs is responsible for on-site high-level operational and strategic administration of the Office of Academic Affairs. This role manages high-profile projects and initiatives, coordinates large-scale events, maintains complex schedules, and oversees office workflows. The position handles confidential and time-sensitive matters with discretion and professionalism.

The CHA Office of Academic Affairs (OAA) oversees all functions that are necessary to support the academic mission of CHA, including engagement in a careful academic strategic planning process in alignment with the goals and priorities of the organization. The OAA houses an Academy of Educators; advances research and scholarship, academic promotions, grants management and robust partnerships with the Alliance Foundation, CHA IT, and our affiliated medical schools, among other functions.

Through the OAA, CHA demonstrates its commitment to academic excellence, expands our academic footprint, and strengthens our national reputation.

Key Responsibilities

Executive & Administrative Support

• Provide administrative and strategic support to the Chief Academic Officer, the Chief Academic Officer (Emeritus), The Chief Quality Officer, The Medical Director of Care Coordination and other members of the Senior Leadership Team in the Executive suite as needed.
• Coordinate complex calendars, travel, and meetings; anticipate scheduling needs.
• Draft, edit, and manage communications including correspondence, meeting agendas, minutes, reports, and presentations.
• Prioritize and triage incoming requests, correspondence, and phone calls.
• Manage highly confidential and sensitive information with professionalism.
• Serve as a liaison to clinical, academic, and operational staff; represent leadership at internal and external meetings.
• Maintain professional, welcoming, and well-organized office environments.
• Helps to organize the daily activities of the Executive suite, including work processes, mailings/correspondence, and purchasing supplies.

Academic Affairs & Strategic Support

• Manage all academic programs developed and/or operated through the Office of Academic Affairs
• Support strategic planning for Academic Operations, including the development of a 5-year strategic plan for Academics
• Develop academic reports and newsletters, and collaborate with marketing on other promotional materials, publications and local and national communications of academic accomplishments
• Regularly provide updated materials to Provider recruitment on academic opportunities for new hires
• Proficiency with affiliated medical schools’ appointment and promotions processes and consultation on CV preparation
  -preferable
• Participation at meetings of peer-administrators of offices of faculty/academic affairs at our affiliated medical schools, and awareness of policies and practices that pertain to the CHA Office of Academic Affairs
• Identify and write grant applications; assist in research submissions
  -Preferable
• Manage survey distribution and evaluation data collection.

Program & Event Coordination

• Plan and coordinate academic and clinical events including poster sessions, galas, symposiums, award ceremonies, and other functions as needed.
• Support all phases of event logistics: vendor coordination, AV setup, publicity, space reservation, and participant communications.
• Coordinate nomination, application and selection processes for internal awards, fellowships, small grants and external honors.

Project & Operations Management

• Plan and execute executive-level projects independently with minimal oversight.
• Manage budgeting, invoicing, accounts payable, and office procurement processes.
• Maintain digital files, databases, websites, team…