Executive Assistant

$38,480 - $54,080/Yr

University of Missouri - Columbia, MO

Full-time - Mid Level

Columbia, MO

Educational Services

About the position

The Executive Assistant at the University of Missouri's Anesthesiology department plays a crucial role in providing comprehensive administrative support to department executives. This position is designed to facilitate the smooth operation of departmental functions and to ensure that business initiatives are executed in a collaborative and cohesive manner. The Executive Assistant will be responsible for a variety of tasks that include preparing materials for the Department Chair and Vice-Chairs, maintaining correspondence, and managing entries into the myVITA system for faculty evaluations and promotions. Additionally, the role involves coordinating faculty absence schedules and assisting with recruitment activities for various positions within the department, including physicians and advanced practice providers. The Executive Assistant will also handle financial tasks such as producing expense reports, processing purchase orders, and managing subject payments. The position requires a strong attention to detail and the ability to analyze data for reports, as well as the capability to manage ad-hoc projects as requested by department leadership. The ideal candidate will possess excellent communication skills, both written and verbal, and will be adept at working in a team environment while maintaining a high level of organization and thoroughness in task completion. This role is essential for supporting new faculty during their orientation and relocation processes, ensuring that they have a smooth transition into the department. The Executive Assistant must demonstrate strong critical thinking and problem-solving abilities, as well as the capacity to anticipate needs and exercise initiative in all aspects of office administration. The position operates within a structured schedule, Monday through Friday, from 8 a.m. to 5 p.m., and requires the ability to function with minimal supervision while adhering to confidentiality standards.

Responsibilities

• Prepare materials and perform tasks as requested by the Department Chair and Vice-Chairs.
• Maintain storage of and revisions to correspondence, letters, and other communications for the Department Chair.
• Manage entries into myVITA for the Department Chair and other faculty, and assist in the coordination of the annual Faculty evaluation process.
• Coordinate, tabulate, and manage faculty absence schedules for the Department Chair and assist in the entry of information in scheduling systems.
• Assist the Department with recruitment activities and the hiring process for physicians, APPs, CRNAs, and staff, including scheduling interviews and preparing itineraries.
• Provide cross-trained support to assist department business functions when needed, including producing expense reports and processing requisitions.
• 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 in all aspects of 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 assisting business operations of a department or team.
• Basic knowledge of accounting principles and procedures.

Benefits

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