Chair's Assistant

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Directly reporting to the Department Chair, you'll play a crucial role in serving as administrative support for her and her laboratory's various administrative needs.

A wide range of responsibilities occur within this role including calendar and meeting management, facilitating faculty affairs, travel coordination, and managing various events. Provide and coordinate logistical needs for the Chair and laboratory as they arise. Prepare various documents, forms, and other materials. Serve as the point person for the Chair's office.

Effectively utilize organizational, problem-solving and people skills on a regular basis. Work collaboratively with staff within and external to the lab, including personnel from other research areas and hospital departments. Maintain confidentiality and adherence to policies and procedures.

This will be a hybrid position with onsite time expected. We strongly stress work/life balance and career growth for all our employees. Our benefits and perks include health/dental insurance, a retirement plan, 403b, paid time off, tuition reimbursement, childcare center, and a fitness center.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Schedule Management:

• Streamlining around the Chair's schedule coordinate appointments, talks, and seminars in collaboration with the leadership teams across the organization.

• Coordinate, arrange and prioritize the Chair's schedule, including appointments, meetings, and interviews.

• Facilitate monthly faculty meetings, coordinating schedules, diligently preparing agendas, documenting minutes, and facilitating departmental communications.

• Prioritize own day-to-day activities in support of Chair's activities.

• Manage Outside Speaker Seminar Series

• Facilitator of Faculty Search Process

Travel Arrangements:

• Coordinate travel arrangements for the Chair as well as speakers' and visitors' travel logistics.

• Manage flights, hotels, and conference rooms

Liaison with Senior Staff:

• Track daily issues for executive attention.

• Collaborate with senior hospital administrators.

• Fostering robust communication channels between the Chair, professors, external partners, and professional peers.

Correspondence and Documentation:

• Create agendas, minutes, and presentations for various meetings and events.

• Prepare correspondence and ensure efforts reflect the communication needs of the Chair.

• Coordinate Chair's signatures on documents.

• Organize monthly faculty meetings, diligently prepare agendas, documenting minutes, and facilitating departmental communications.

• Prepare award and honor recommendation packets

• Draft and Coordinate Chair level letters for faculty and researchers

• Upholding rigorous record-keeping systems, guaranteeing confidentiality and accuracy in all aspects of the Chair's administrative and lab operations.

• Maintain Lee Lab Website

Financial Coordination:

• Process employee and guest reimbursements.

• Handle T-Card and P-Card transactions for the PI and lab members.

• Assist with grant applications and maintenance

Leadership Activities:

• Work on projects, coordinate work, take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with little direction from Supervisor.

• May direct workflow and lead others; mentor other staff administrators

Phone Triage and Visitor Assistance:

• Screen calls, answer inquiries, and expedite urgent matters.

• Greet and assist office visitors as necessary.

Other:

Manage lab social events such as holiday parties, lab retreats, dinners, lunches etc.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Handle sensitive information (salaries, finances, science, and confidential matters) with discretion.

• This role is critical in nurturing the department's relationships within the hospital and medical school, ensuring the Chair can effectively fulfill their duties. The Assistant is expected to function with considerable autonomy, aligning decisions with the department's strategic objectives and the Chair's directives

• Proficient in routine software used in administrative and research lab settings, including Microsoft Office, Google Docs, Google Calendar, and Adobe Professional Suite (9.0 or newer).

• Exceptional communication abilities.

• Analytical mindset.

• Self-starter with keen attention to detail and follow-through.

• Leadership skills for mentoring others

• Previous experience working effectively in a team-oriented and collaborative environment

• Ability to translate and communicate complex topics in a variety of forums, tailoring communications to effectively fit and influence the targeted audience, strong executive presence, presentation, and communication skills

• Resourcefulness.

• Effective multitasking skills.

• Ability to work independently and collaboratively.

• Flexibility, accountability, and responsibility.

• Eagerness to learn new software and administrative procedures.

• Willingness to seek clarification when needed.

EDUCATION:

Associate's degree required or the equivalent combination of training and experience, plus 5-7 years of work experience supporting a senior level executive.

EXPERIENCE:

A minimum of 5 years of experience within a bustling academic environment.

SUPERVISORY RESPONSIBILITY :

No Direct Reports but will mentor and lead other administrators within the department

FISCAL RESPONSIBILITY :

Prudent use of hospital resources. Cost-effective meeting planning and timely and correct processing of reimbursements and purchase orders.

WORKING CONDITIONS: Describe the conditions in which the work is performed.

Normal office conditions. May need to alter work schedule when needed to accommodate meetings and activities.