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 at the University of Missouri-Columbia plays a crucial role in providing comprehensive administrative support to the department of Anesthesiology. This position is designed to facilitate the smooth operation of departmental functions by assisting department executives and staff in various capacities. The Executive Assistant will be responsible for coordinating and managing essential tasks that contribute to the overall efficiency of the department. This includes preparing materials and performing tasks as requested by the Department Chair, Vice-Chairs, and other administrative leaders. The role requires a high level of organizational skills, attention to detail, and the ability to communicate effectively both in writing and verbally. In addition to administrative duties, the Executive Assistant will manage correspondence and communications for the Department Chair, ensuring that all materials are stored and revised appropriately. The position also involves managing entries into the myVITA system for faculty, coordinating faculty promotions, and assisting with the annual faculty evaluation process. The Executive Assistant will play a key role in scheduling and managing faculty absence, as well as supporting recruitment activities for various positions within the department, including physicians and staff. The ideal candidate will possess strong critical thinking and problem-solving skills, along with a basic understanding of accounting principles. The Executive Assistant must be able to anticipate the needs of the department and exercise initiative in all aspects of office administration. This role requires the ability to handle multiple tasks with tact and maintain excellent customer service, all while adhering to short deadlines and exercising discretion in a professional manner. The Executive Assistant will also assist new faculty with orientation and relocation, ensuring a smooth transition into the department.

Responsibilities

• Prepare materials and perform tasks as requested by the Department Chair and Vice-Chairs, administrative leaders, and Department Director.
• Maintain storage of and revisions to correspondence, letters, and other communications for Department Chair.
• Manage entries into myVITA for Department Chair and other faculty, coordinate promotion of department faculty in myVITA RPT module, and assist in the coordination of the annual Faculty evaluation process.
• Coordinate, tabulate, and manage faculty absence schedule for Department Chair and assist in the entry of information in available scheduling systems (QGenda).
• Assist Department with recruitment activities and hiring process for physician, APPs, CRNAs, and staff, including scheduling interview visits, preparing interview itineraries, coordinating offer letters, and obtaining approvals.
• Provide cross-trained support to assist department business functions when needed, including producing expense reports, purchasing office supplies, processing requisitions for POs, processing payment vouchers, and processing subject payments.
• Collect and enter MBM data, compile information from AAMC, compile data for LCME, and assist with analyses and reports.
• Handle ad-hoc projects as requested by Department Chair and Department Director.
• Assist new faculty in all aspects of orientation and relocation in coordination with the 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 administrative support roles.
• Proven experience with assisting the overall business operations and functions of an entire department, unit, or team.

Benefits

• Medical, dental, and vision plans
• Retirement plans
• Paid time off
• Short- and long-term disability
• Paid parental leave
• Paid caregiver leave
• Educational fee discounts for all four UM System campuses