Executive Assistant, Graduate Medical Education

Job Description

To provide administrative and secretarial support to the UC Health Designated Institutional Official (DIO) and Associate Dean for Graduate Medical Education(GME). This includes relieving the DIO of administrative and technical tasks as directed. Act as liaison between corporate offices/hospital administration offices, board(s) of trustees, committee members, and all related external contacts.

Responsibilities

• Coordinates administrative responsibilities for UC Health Designated Institutional Official (DIO) and Associate Dean for Graduate Medical Education.
• Managing complex calendars, coordinating meetings, and handling scheduling conflicts.
• Arranging travel logistics, including flights, accommodations, and itineraries
• Assist in coordinating special events for the GME community, including but not limited to orientation, GME awards, and the annual GME retreat.
• Buffering complaints and problems, and screening telephone calls and visitors.
• Attends meetings as a liaison for the GME Office or DIO (as requested).
• Required to make decisions based on independent judgment. Assistant has access to highly confidential material and information on a daily basis.
• Transcribes dictation relating to correspondence, reports, schedules, and records. Attends meetings as requested and prepares agendas, slides, and minutes as requested by the DIO. Composes and types letters, forms, memos and reports. Receives, opens and sorts mail noting items of special importance.
• Maintains smooth flow of paperwork such as budgets, financial reports, surveys, objectives, pay records, files, confidential files and manuals, etc.
• Other related duties as required or directed.

Qualifications

• High school diploma, associates degree preferred
• Five years of health care related experience or previous executive administrative support preferred.
• Familiar with administrative systems and the UC Health structure.
• Executive clerical skills required including proficiency in various computer software programs including the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint, etc.), numerical aptitude, strong grammatical and verbal skills, and versed in office procedures and protocol.
• Proficiency in various digital tools, including scheduling platforms, video conferencing tools, and document management systems.
• Strong organizational and time management skills are mandatory, as well as excellent attention to detail and follow-up skills.
• High-level interpersonal skills that will allow strong relationships and effective collaboration with partners across the UC Health system.
• Strategic and critical thinking skills that allows for task prioritization and suggesting improvements to processes or workflows.
• Advanced problem-solving skills that allows one to anticipate needs and resolve issues proactively.