Executive Assistant to the Department of Surgery Chair
This position serves as the first point of contact for both internal and external people contacting the Department Head and the Department’s Administrative Director. This provides all aspects of administrative support necessary to assist and enable the Chair to operate productively and efficiently within the organization and fulfill the mission of the Department of Surgery. As such, the EA must be pleasant, organizes, and provide thoughtful support that reflects with highest regard to the Department of Surgery and its mission and values. The EA supports the goals of the Chairman and the department using balanced judgement, diplomacy, professionalism and independent critical thinking to ensure the efficient operation of the Department Head’s office and ensures confidentiality throughout the process.
Triage Requests of Chair / Point of Contact • Cultivate and maintain strong relationships with colleagues within and outside the department; function as a resource person for internal and external inquires • Analyze and research issues on behalf of the Chair and prepare appropriate responses. • Compose letters, memos, reviews, Powerpoint presentations for Chair as needed • Respond to requests for departmental administrative support appropriately • Answer phones, prioritize and route calls, mail, and email as appropriate
Chair Office Management and Operations • Develop effective processes and procedures; identify and implement opportunities for improving the efficiency and quality of office systems o Edit and maintain department directory database, rosters, and policy and procedure documents • Monitor and prioritize ongoing critical action items as decided by the Chair • Remain knowledgeable of and brief Chair as appropriate on key developments impacting the Chair’s office. • Maintain faculty professional files and confidential review documents • Manage and track AHC-IS department devices lists and work with division administrators to ensure that the invoice lists are correct and up-to-date
DOS Special Events, Projects and Activities • Collaborate with Chairman and DOS administration on DOS sponsored events to including speakers, lectures, courses, departmental celebrations, and recruitment itineraries; provide general oversight and coordination of events • Manage and monitor event budgets; provide financial support to ensure processing and compliance of expenditures • Identify and manage event budgets. Work closely with vendors to establish event site pricing and logistics, as appropriate • Prepare communications and announcements, handouts, programs, posters, flyers and emails as necessary • Review event outcomes for future planning and improvement
Project Management/Coordination and DOS Communications • Coordinate the analysis of CSU initiatives such as internal CME credit offerings • Collaborate with the DOS Communications Director to create and disseminate all electronic messaging from the Chairman's Office, i.e. important departmental announcements, event invitations, DOS newsletter, and DOS departmental updates • Create and distribute the bi-weekly DOS newsletter to an internal audience • Manage the Wangensteen Surgical Society correspondence to include quarterly newsletters, alumni communications, event communications, and new member communications • Update content on DOS website and electronic department directory (touch screen) and stay up-to-date on university interface technology • Send and track communications to ensure that the Department of Surgery is getting incentive points from the compliance office
Manage Complex Calendars, Meetings and Travel • Coordinate travel arrangements and process registrations • Track travel expenses and expenditure reimbursements; complete PCard transactions and reconciliations, travel reimbursements, and other accounting related duties in the University's financial system • Maintain the yearly calendar of events in DOS; coordinate key meetings including scheduling, compiling information, and distributing materials and reports. • Schedule appointments and maintain calendar for the DOS Chairman and the Department Administrative Director • Work closely with the surgical education office to coordinate resources for medical students and residents • Manage Department Conference Room Resources including troubleshooting technical issues, scheduling maintenance and repairs, monitoring compliance with user agreements and training requirements, and ensuring the room remains clean and in good working order.
Financial Support Services to Chair’s Office • Provide financial support services for Chair’s office including processing and managing requisitions, creating PO’s and contracts for professional services (CPS), creating and paying departmental invoices, reconciling PCard purchases, and preparing travel authorizations • Attend monthly meetings with SAC Accountants to ensure that all departmental purchases and charges are being assigned appropriately and meet purchasing policies • Review and troubleshoot expense reports that require Chair approval prior to presenting to Chair for signature to ensure compliance with University regulations
Provide Supervisory Support for Department Student Workers • Provide daily direction and answer questions related to assigned activities and monitor performance; oversee quality and closure of requests • Provide input for process improvements • Manage Schedules and approve vacation requests • Deploy as needed on a temporary or ongoing basis to divisions and overall department
• Provide back up for support staff in other divisions
All required qualifications must be documented on application materials.
High School Diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience.
Experience with office coordination, including schedule coordination and calendaring for executive leadership.
Experience using Microsoft Office suite and Adobe Acrobat.
Experience in explaining complex university policy to others, both internal and external to the university.
Demonstrated experience in organizing events, activities and processes.
Demonstrated strong oral and written communication skills (both verbal and written) and interpersonal skills necessary to establish and maintain effective working relationships with a wide range of staff, students and external partners.
Experience with higher education institutions and an understanding of academic environments including university systems and processes.
Demonstrated experience in evaluating and improving internal workflow processes.
Experience in event planning and coordination and coordinating complex activities
Experience in writing and copy-editing correspondence, reports, grant applications, and other related documents.
Internal Number: 327480
About University of Minnesota, Twin Cities
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