Executive Assistant, Center for Clinical Research

Position #: 250000AM
Position: Executive Assistant, Center for Clinical Research
UH Facility: Cleveland Medical Center
Shift: Days
Status: Full-time
Work Days of Week: M-F

City: Cleveland

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JOB DESCRIPTION & QUALIFICATIONS

Description

A Brief Overview

This position enhances the effectiveness of an executive by providing assistance, information management support and representing the executive to others. This individual handles and recommends disposition of a variety of important and highly confidential administrative matters.

What You Will Do

Facilitates communication with and for the executive; answers phones, greets visitors, establishes warmth and credibility, acts as point of contact between executive and employees/clients
Monitor the following: (a) Executive’s calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the Executive on an ongoing basis (b) preparation for events, board meetings, etc. (c) travel arrangements for all trips including itineraries and information as to where and how the Executive may be contacted.
Reviews incoming internal and external mail; determines the significance and plans their appropriate distribution.
Monitor emails for urgency – print, respond and/or prepare background info for more efficient response from as directed or requested.
Prepare/update PowerPoint presentations
Assist in preparation/revisions of speeches/remarks. Gather background information when necessary for Board, Committee meetings, and other events.
Manages administrative projects and duties as may be necessary.
Responsible for composing drafts and/or final copies of correspondence for 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. Maintain and submit miscellaneous monthly invoices/statements for reimbursement when requested
Evaluate and direct to appropriate leader complaints that are received either by written correspondence or phone call. Determine appropriate individuals to forward to but also give to Executive for their review. Field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the Executive.
Lead Assistant of senior leadership’s reports which includes coordinating PTO requests to ensure adequate coverage, helping to resolve or advise on minor issues, oversee projects that cross senior leaders, etc.
Prepare agendas, minutes, reports and materials as requested.
Process payroll for leadership team.

Additional Responsibilities

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

5+ years of experience in an Executive Administrative Assistant role or customer service environment. (Required)

Knowledge, Skills, & Abilities

Knowledge of policies and the organization structure. (Required proficiency)
Exceptional typing, dictation and Microsoft office skills. (Required proficiency)
Strong organizational, interpersonal and oral and written communication skills to deal tactfully with all levels of management both within and outside the organization. (Required proficiency)
Ability to handle confidential information at all times. (Required proficiency)
Ability to complete tasks with minimal supervision and with a proactive approach (Required proficiency)
Ability to adjust to varying workloads & prioritize work. (Required 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

10%

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LOCATION

UH Cleveland Medical Center

UH Cleveland Medical Center is University Hospitals’ flagship academic medical center. With more than 1,000 registered beds, UH Cleveland Medical Center provides primary, specialty and subspecialty medical and surgical care in the heart of Cleveland’s University Circle.

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