Executive Administrative Assistant- Support Services Line

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Job Summary

The Executive Administrative Assistant to the VP , Support Service is responsible for assisting a member or members of UMC Executive team with various administrative duties

Reports to:

Job Specific Responsibilities

Daily assignments may include but are not limited to:

• Provides administrative support to member(s) of UMC Executive team

• Greets and assists visitors to the department, both internal and external, via phone or in person

• Responsible for planning and hosting meetings including venue scheduling, media presence, meal planning, invitations, décor, as needed

• Manage calendar, mail, expense reports, and all other documents needing review/proofreading before distribution

• Ensure assigned executive members are informed and kept aware of on and offsite meetings and events that require their presence

• Serve as scribe in assigned meetings; compile, prepare, and distribute notes according to assignment

• Prepare Power-point presentations or spreadsheet analytics as assigned by the Director

• Manage purchase order request, invoice payments, in addition to ordering supplies

• May be required to serve as Time-keeper; maintaining KRONOS Time and Attendance System for department personnel

• Ensure office equipment in assigned department is in working condition; troubleshooting or initiating repair or purchase orders as required

• Works cooperatively with Administrative Assistants of other executive members and all UMC leadership teams

• All other assigned duties as requested by assigned department

Education and Experience

• High School Diploma or GED
• +5 years of executive supporting an executive (VP or higher)
• Proficient user of Microsoft Word, Powerpoint, and Excel

Required Licensures/Certifications/Registrations

N/A

Skills and Abilities

• Excellent organizational skills and attention to detail

• Ability to operate and troubleshoot general office equipment

• Excellent communication skills; must be able to read, write, and understand English fluently

• Minimum typing skills 45wpm with accuracy

Interaction with Other Departments and Other Relationships

Depending on the assigned department, the person in this role will have interactions with many departments and employees within UMC. Interactions with patients, family members, and representatives of patients, and providers is possible.

Physical Capabilities

Position requires prolonged time periods of sitting at a desk, talking on a phone, and working on a computer. Essential hearing and near vision acuity required. Incumbent should be able to push, pull, and lift up to 10 pounds

Environmental/Working Conditions

Work area is well lighted, and subject to varying indoor temperatures changes. Position is sedimentary but may require extensive walking, standing, and/or stooping on occasion.

Direct Reports

NA

UMC Health System provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

• Request for accommodations in the hire process should be directed to UMC Human Resources.*