Executive Assistant

$38,480 - $54,080/Yr

University of Missouri - Columbia, MO

Full-time - Entry Level

Columbia, MO

Educational Services

About the position

The Executive Assistant is a pivotal role within the Anesthesiology department, responsible for providing comprehensive administrative support to department executives and facilitating essential operational functions for the department staff. This position is designed to enhance the efficiency of department business initiatives by fostering collaboration and cohesion among team members. The Executive Assistant will engage in a variety of tasks that require excellent written and verbal communication skills, a high level of organizational ability, and a commitment to thoroughness in completing tasks accurately and on time. In this role, the Executive Assistant will prepare materials and perform tasks as requested by the Department Chair, Vice-Chairs, and other administrative leaders. This includes maintaining organized records of correspondence and communications, managing entries into the myVITA system for faculty, and assisting in the coordination of the annual faculty evaluation process. The Executive Assistant will also be responsible for managing the faculty absence schedule and providing support for recruitment activities, including scheduling interviews and preparing itineraries. The position requires a proactive approach to office administration, with the ability to anticipate needs and exercise initiative. The Executive Assistant will handle various business functions, such as producing expense reports, processing requisitions, and compiling data for reports. Additionally, the role involves assisting new faculty with orientation and relocation, ensuring a smooth transition into the department. The ideal candidate will possess strong critical thinking and problem-solving skills, along with the ability to maintain professionalism and confidentiality in all interactions.

Responsibilities

• Provide administrative support for department executives and staff functions.
• Prepare materials and perform tasks as requested by the Department Chair and Vice-Chairs.
• Maintain storage of and revisions to correspondence and communications for the Department Chair.
• Manage entries into myVITA for the Department Chair and other faculty.
• Coordinate promotion of department faculty in myVITA RPT module and assist in the annual Faculty evaluation process.
• Coordinate, tabulate, and manage faculty absence schedule for the Department Chair.
• Assist with recruitment activities and the hiring process for physicians and staff.
• Schedule interview visits, prepare interview itineraries, and coordinate offer letters.
• Produce expense reports and process requisitions for office supplies and payments.
• Collect and enter MBM data, compile information from AAMC, and assist with analyses and reports.
• Handle ad-hoc projects as requested by the Department Chair and Department Director.
• Assist new faculty with orientation and relocation in coordination with finance and credentialing teams.

Requirements

• Bachelor's degree or an equivalent combination of education and experience.
• At least 3 years of experience in a relevant work environment.
• Excellent written and verbal communication skills.
• High-level organizational abilities and attention to detail.
• Ability to work in a team environment and complete tasks accurately and timely.

Nice-to-haves

• Progressively advancing career track in business operations and functions.
• Experience assisting an entire department, unit, or team.

Benefits

• Caregiver leave
• Dental insurance
• Disability insurance
• Health insurance
• Paid parental leave
• Paid time off
• Parental leave