Executive Assistant - Gastroenterology Hepat & Nutrition

The Gastroenterology, Hepatology and Nutrition department consists of gastroenterologists, laboratory-based scientists and other colleagues working together to provide the highest level of care for patients with a wide variety of gastrointestinal disorders including preneoplastic and malignant conditions. The patient population consists of patients at risk for, or diagnosed with gastrointestinal malignancies (i.e., esophageal, gastric, colorectal, anal, hepatobiliary and pancreatic cancers). Special programs are established for diagnosis and management of individuals with hereditary colon cancers and for diagnosis of primary tumors of unknown origin. 

Ideal candidate will have strong interpersonal, organization and planning skills. Previous experience supporting faculty. Shift will be Monday-Friday 7:30am-4:30pm.

KEY FUNCTIONS:

·      Administrative Operations:  Coordinates administrative and operational activities as they impact the Department Chair and GHN. Establishes priorities and deadlines for completion of projects.  Coordinates the workflow and assures timely completion of documents within deadlines, including but not limited to the following: 

·      Recruitment/Promotion/Appointment/Tenure requests/MYA/Progress Reviews/Evaluations

·      Conflicts of Interest statements

·      All Faculty Actions:

·      Responsible for maintaining and updating the Departments internal/external webpage.

•        May provide support to the Department Administrator for special projects.  Communicates regularly with Department Administrator and Administrative Director about project progression and administrative support for the Department Chair. 

• Correspondence and Documents:  May transcribes oral dictation consisting of letters, reports, articles, memorandums, and speeches usually of a medical or related scientific nature and edits as required.  May take notes at meetings and compile meeting minutes.  Assists in the preparation and submission of memos for faculty actions, manuscripts, grants, protocols, and materials for presentation using available software.  Composes complex confidential correspondence from the Department Chair and routes appropriately.  Produces reports in accordance with appropriate policies and procedures.  Completes routine institutional forms as needed. 

• Calendar/Schedule Management.  Manages the Department and Deputy Chair’s schedules for meetings, travel, clinical assignments, research programs/projects, teaching and administrative responsibilities. Greets visitors

• Consistently communicates with the Department Chair about his/her daily, weekly and upcoming appointments, meetings, etc.

Supports the development of meetings headed by Department Chair, Deputy Chair and Department Administrator to include the agenda, inviting speakers, etc. Prepare and distribute announcements and/or backup materials including agendas for meetings.

Organizes all travel arrangements, including reservations for airline and hotel.  Ensures that all expenditures are processed according to institutional guidelines and reimbursements are requested expeditiously. 

Possesses professional and strong interpersonal, organizational, and planning skills. Requires strong customer service and diplomatic skills to manage calls and challenging situations.

Requires the ability to communicate well orally and in writing. Must be self-motivated, establish priorities, take initiative/follow through, and meet deadlines of projects.     

Has the ability to manage projects of various sizes and complexities from concept through design and implementation with minimal supervision. Requires analytical skill and critical thinking for problem-solving.

• Other duties as assigned.