Senior Executive Assistant - Neonatology-Perinatal Institute
Cincinnati Children's Hospital Medical Center
Location: Cincinnati, Ohio
Internal Number: 136499
The Perinatal Institute is seeking a Senior Executive Assistant. The Perinatal Institute provides an exciting, innovative, collegial, and collaborative environment dedicated to favorably changing outcomes for newborns and their health. You will be part of one of the largest academic neonatology divisions in the country, recently ranked #7 in the United States according to U.S. News & World Report.
SUBFUNCTION DEFINITION: Provides secretarial/administrative support to employees or groups in the organization. Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc. Receives, screens and directs incoming calls, visitors, mail and email. Maintains files, records, calendars and diaries. May arrange business travel, coordinate meeting arrangements, and/or track expenses
SCOPE: Work has organization wide impact and routine responsibility to triage requests including confidential and sensitive information through support of Senior Vice Presidents or Institute Directors.
Coordination Coordinate work, schedules, activities, information, and processes. Prioritize tasks. Schedule travel including multiple individuals and locations taking into account budget, travel preferences and time constraints. Act independently with limited information to integrate multiple complex calendars for cabinet level individuals to fulfill internal and external commitments. Schedule and coordinates conferences, meetings and interviews using judgment about time management and time constraints. Continually adjust to changing priorities that have broad organizational impact and ensure appropriate follow-up. Support complex projects and processes from concept through completion that have organizational impact and/or external constituents. Establish and implement reporting systems. Establish office procedures and initiate development of related policies, practices and services. Independently identify resources and practical processes for completing projects; make recommendations to appropriate personnel.
Communication Develop and maintain efficient internal communication processes to support the activities of the department/division. Communicate effectively with executive level personnel. Participate as department/program representative at meetings, relay relevant information, and provide necessary follow up. Act as a liaison with external organizations and leaders. Represent the department/program head as an agent to handle procedural issues, take action, and communicate results back to the appropriate person. Diffuse crises or critical situations in the absence of manager. Act as a gatekeeper, directing people appropriately, deciding upon priority of requests/situations, and escalating as needed to responsible manager. Take ownership of issues and concerns communicated to the department/program and provide follow-up to bring issues to conclusion. Ensure important operational information regarding the division/program is communicated to appropriate staff. Speak in public as a representative of the department.
Finance/HR Complete and process forms, documents, and reports. Maintain personnel files. Participate in the interview process for administrative staff. Prepare HR forms for signatures. Monitor budget expenditures; identify and research variances/problems. Assist in tracking and monitoring revenue, expense, and allocations. Provide applicable reports. Track funding and maintains accurate balances in funds and accounts. Research information for major purchases. Assist with annual budget preparation.
Technology Use software applications to create and edit workbooks, documents, and presentations. Understand the functions of software used in the department and uses this knowledge to organize information. Produce queries from databases and reviews data to look for variances.
Writing/Editing Compose and distribute documents. Initiate correspondence as division/department representative in response to requests of executives. Take and prepare minutes, reviews, and distributes independently. Prepare board packets. Researched data and compile reports. Compose and edit documents such as newsletters and proposals.
High school diploma or equivalent
5+ years of work experience in a related job discipline.
Experience with UC/Cincinnati Children's Research Foundation academic/faculty activities (i.e. faculty recruitment, reappointments, promotions & annual evaluations)
Strong collaboration, multi-tasking & attention to detail skills
At Cincinnati Children’s, we come to work with one goal: to make children’s health better. We believe in a team approach, both in caring for patients and their families, and in advancing science and discovery. We strive to do better, and find energy and inspiration in our shared purpose. If you want to be the best you can be, you can do it at Cincinnati Children’s.