Executive Assistant

The Executive Assistant independently provides the highest level of administrative and secretarial support to the Office of the Vice President & Chief Medical Officer.  He/She acts as the initial point of contact for both internal and external constituencies on all matters pertaining to the Office of the VP & CMO.  Assist and represent the VP & CMO in communicating with constituents.  He/she researches, prioritizes, and follows up on multiple issues and concerns addressed to the VP & CMO, including those of a sensitive and/or confidential nature. He/she uses initiative and discretion in making determinations on varied problems and situations regarding issues of importance to the office. 

·      Provide executive assistance in resolving administrative questions and issues related to the VP & CMO’s office that do not require the personal attention of the VP & CMO; act in an administrative liaison capacity in conferring with division administrators, department chairs, committee chairs, and representatives on the VP & CMO’s behalf.  Follow-up on status of assignments with department faculty and staff.

·      Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials based on instructions from the VP & CMO, and the predetermined, ongoing priorities of the department; resolve matters personally within parameters established by the VP & CMO, and forward materials to appropriate administrators and staff for analysis and reply; follow up as required to ensure responses are timely and in conformance to established standards.

·      Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the VP & CMO accordingly; make decisions to contact the VP & CMO at off-site locations in critical situations; make referrals to appropriate administrative staff or provide requested information as appropriate.

·      Maintain current knowledge of issues, problems, situations and activities of special interest to the VP & CMO regarding the Medical Group as a whole and its divisions and programs; monitor media coverage and alert the VP & CMO to new developments or articles of interest.

·      Edit and publish company communications from the VP & CMO as requested.

·      Facilitate the VP & CMO’s calendar to schedule appointments and engagements; arrange conferences and meetings; make travel, lodging and meeting room arrangements including refreshments and other amenities; ensure agendas, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of tapes, minutes or other media.  Will also include tasks related to scheduling for affiliated roles with our partner hospital.

·      Process requisitions, expense reports and other related purchasing task for the Office of the VP & CMO.

·      Coordinate TUMG Provider Meetings such as specialty division meetings, quarterly medical group meetings, etc., to include making room reservations, catering arrangements as well as gathering and collating material and handouts.  Will also be responsible for tracking and reporting attendance.

·      Compose correspondence and prepare administrative reports and/or financial records. 

·      Review, proofread and edit documents prepared for the VP & CMO’s signature; ensure work product quality and quantity control by reviewing documents, reports, forms, records or other materials for content, completeness or accuracy; ensure proper grammar, punctuation, spelling and usage as well as appropriate distribution and archiving.

·      Participate in development of the VP & CMO’s office budget and all other departments reporting to the VP & CMO as requested. 

·      Organize and maintain confidential records and files for the VP & CMO; ensure the security of privileged information in accordance with the VP & CMO’s requests; authorize access to information as appropriate.

·      Responsible for the planning and execution of Medical Group events including Employee Recognition, staff and faculty events and other events as requested.

·      Act as liaison between the VP & CMO and key stakeholders.

·      Perform related duties as assigned.

‑ ‑ ‑ Amount of Time ‑ ‑ ‑

NONE

UP TO 1/3

1/3 TO 2/3

2/3 OR MORE

STANDING

x

WALKING

x

SITTING

x

TALKING, HEARING

x

USING HANDS TO FINGER, HANDLE, FEEL OR WRITE

x

CLIMBING OR BALANCING

x

STOOPING, KNEELING, CROUCHING OR CRAWLING

x

REACHING WITH HANDS OR ARMS

x

TASTING OR SMELLING

x

SIGHT

x

KEYING

x

‑ ‑ ‑ Amount of Time ‑ ‑ ‑

NONE

UP TO 1/3

1/3 TO 2/3

2/3 OR MORE

UP TO 10 POUNDS

x

UP TO 35 POUNDS

x

UP TO 50 POUNDS

x

UP TO 100 POUNDS

x

MORE THAN 100 POUNDS

x

NONE

LOW

MEDIUM

HIGH

WET, HUMID CONDITIONS(NON-WEATHER)

x

WORKING NEAR MOVING MECHANICAL PARTS

x

WORKING IN HIGH, PRECARIOUS PLACES

x

FUMES OR AIRBORNE PARTICLES

x

TOXIC OR CAUSTIC CHEMICALS

x

OUTDOOR WEATHER CONDITIONS

x

EXTREME COLD(NON-WEATHER)

x

EXTREME HEAT (NON-WEATHER)

x

RISK OF ELECTRIC SHOCK

x

WORKING WITH EXPLOSIVES

x

RISK OF RADIATION

x

VIBRATION

x

NEEDLE STICKS/BLOOD BORNE PATHOGENS

x