Senior Executive Assistant

Position #: 24000DET
Position: Senior Executive Assistant
UH Facility: University Hospitals
Shift: Days
Status: Full-time
Work Days of Week: M-F

City: Shaker Heights

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ABOUT US

To Heal. To Teach. To Discover.

These words are more than just our mission, they embody the opportunities available to the world-class doctors, nurses, health care professionals and support staff who choose to join University Hospitals and Be the Difference.

From entry to executive level, every position and every professional at University Hospitals has a direct impact on our ability to offer excellent care to our patients, their families and our community.

Join Us and Be the difference in Advancing the Science of Health and the Art of Compassion.

Equal Opportunity Employer – minorities/females/veterans/individuals with disabilities/sexual orientation/gender identity.

JOB DESCRIPTION & QUALIFICATIONS

Description

A Brief Overview

This position provides assistance to one or more Executives (President or Chief reporting to CEO) in the handling and recommendations of a variety of important and highly confidential administrative matters.

What You Will Do

Monitor the following:
• Executive’s calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the Executive on an ongoing basis
• Preparation for events,
• Travel arrangements for all Executive’s trips including itineraries and information as to where and how they may be contacted; ensure alternate Executive back up is in place during their absence. Maintain and submit Executive’s miscellaneous monthly business expense reports. Process dues, fees, membership subscriptions, seminar registration fees as required. Review, submit invoices for payment.
Greet visitors arriving to meet Executive; assist with local accommodations or travel if required.
Review and prioritize all incoming internal and external mail.
Monitor emails for urgency – print, respond and/or prepare background info for more efficient response from Executive.
Prepare/update meeting presentations with the use of Power Point, Excel, Visio, etc.
Responsible for composing drafts and/or final copies of correspondence for Executive signature; research, coordinate data and prepare reports; transcribe dictation. Maintain and establish all confidential records and files. Organize and update the storage and disposal of all confidential materials in accordance to System policy.
Analyze and evaluate all patient/customer complaints that are received either by written correspondence or phone call. Determine appropriate individuals to forward to but also give to Executive for awareness and review. Field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the Executive.
Other various duties to include timekeeping for senior leadership assistants and/or staff; process security requests for system/facility access. Provide direction or guidance to help resolve minor issues. Be familiar with System Policies and Procedures and organizational structure.
Alternate reviewer of Executive’s direct report’s expense reports including verification of all receipts and other required documentation are in order and in compliance with policy prior to forwarding to Executive for final approval. Reconcile out of policy expense report submissions.
Prepare and distribute Leadership meeting agendas as required.
Meeting coordination, often complex, to include securing of space, AV needs and catering
Assist in preparing Executive’s and direct reports’ yearly performance reviews.
Submit to Compliance all PTO days for Executive including name of Executive providing coverage.

Additional Responsibilities

Act as back up for other Sr. Executive Assistants during their PTO/time away
Performs other duties as assigned.
Complies with all policies and standards.
For specific duties and responsibilities, refer to documentation provided by the department during orientation.
Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients. Annual training, the UH Code of Conduct and UH policies and procedures are in place to address appropriate use of PHI in the workplace.

Qualifications

Education

Associate’s Degree (Preferred) and
Bachelor’s Degree (Preferred)

Work Experience

8+ years experience as Executive Assistant (Required)

Knowledge, Skills, & Abilities

Knowledge of Hospital Policy and healthcare operations. (Preferred proficiency)
Strong organizational, interpersonal and oral and written communication skills to deal tactfully with all levels of employees within the organization. (Required proficiency)
Ability to complete tasks with minimal supervision (Required proficiency)
Ability to adjust to varying workloads (Required proficiency)
Ability to exercise judgment with confidential matters (Required proficiency)
Ability to meet deadlines and handle complex tasks with minimal supervision (Required proficiency)
Able to function in a fast paced environment and adjust to fluid schedules/calendars (Required proficiency)
Exceptional typing and Microsoft office skills. (Required proficiency)
Proficient in Microsoft Outlook, and PowerPoint and Excel. (Required proficiency)
Familiar with Oracle, Kronos, and use of website and video teleconferencing technologies. (Preferred proficiency)

Physical Demands

Standing Occasionally
Walking Occasionally
Sitting Constantly
Lifting Rarely 20 lbs
Carrying Rarely 20 lbs
Pushing Rarely 20 lbs
Pulling Rarely 20 lbs
Climbing Rarely 20 lbs
Balancing Rarely
Stooping Rarely
Kneeling Rarely
Crouching Rarely
Crawling Rarely
Reaching Rarely
Handling Occasionally
Grasping Occasionally
Feeling Rarely
Talking Constantly
Hearing Constantly
Repetitive Motions Frequently
Eye/Hand/Foot Coordination Frequently

Travel Requirements

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LOCATION

Working at University Hospitals

Careers at University Hospitals offers opportunities to provide care locally in the Cleveland area with the power to impact healthcare nationwide. As a leader in our industry, our staff share a commitment to Be the Difference in the lives of our patients and our communities, from Northeast Ohio and beyond. Take a look at this video to discover how we’re building an organization for the future, today. Note: video content was obtained prior to the COVID-19 pandemic.

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Read Video Transcript

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Contact Us

To contact University Hospitals Human Resources department, or to request a reasonable accommodation, please call 216-767-8900 or send us an email at employment@uhhospitals.org

Equal Employment Opportunity Statement

It is the policy of University Hospitals to provide equal opportunity to all of our employees and applicants for employment. Decisions concerning employment, transfers and promotions or other conditions of employment are all made upon the basis of the best qualified candidate without regard to race, color, national origin, age, religion, veteran status, disability, gender, sexual orientation, gender identity, or marital status in accordance with Federal and Ohio law. A qualified individual with a disability will be considered for employment on the same basis as non- disabled applicants if he/she can perform the essential functions of the job sought, with or without a reasonable accommodation, and without imposing a direct threat to the health or safety of others or him/herself. EEO is the Law

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