• Executive Assistant II

    Posted Date 2 weeks ago(9/11/2019 4:05 PM)
    Requisition ID
    2019-62273
    Category
    Administrative
    Position Type
    Regular Full-Time
    Department
    COM North West AR Dept
    Post End Date
    10/12/2019
  • Overview

    **This position is located in Fayetteville, AR**

     

    The Executive Assistant II will provide a high level of administrative support for the Regional Associate Dean of the UAMS Northwest College of Medicine, professionally representing the College of Medicine as the direct assistant to the Associate Dean.  Specifications for the position include managing day-to-day inquiries and office operations for the Associate Dean. The successful applicant should be highly organized, able to multi-task in high traffic areas and will be responsible for triaging e-mail, written, telephone and in person communications seeking the input and guidance of the Associate Dean as indicated. This position will research and prepare special reports, coordinate departmental meetings, prepare meeting agendas and take minutes tracking action items to completion.

     

    The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving the health, health care, and well-being of Arkansans.

     

    UAMS offers amazing benefits and perks:

    • Health: Medical, Dental and Vision plans available for staff and family
    • Holiday, Vacation and Sick Leave
    • Education discount for staff and dependents (undergraduate only)
    • Retirement: Up to 10% matched contribution from UAMS
    • Basic Life Insurance up to $50,000
    • Career Training and Educational Opportunities
    • Merchant Discounts

    Salary offered commensurate with experience

    Responsibilities

    • Organizes, maintains, and tracks Associate Dean’s paper and electronic files and information.
    • Maintains Associate Dean’s calendar, including coordinating scheduling of complex meetings.
    • Compiles agendas, meeting minutes and organizes follow up system tracking completion of action items.
    • Tracks and reminds Associate Dean of schedule and appointments.
    • Closely coordinates and communicates with UAMS Leadership, the College of Medicine team, UAMS inter-professional partners and external stakeholders.
    • Organizes ongoing strategic masterplan, tracking overall progress toward achievement of UAMS 2029 Strategic Plan Goals.
    • Serves as engaging point of contact for UAMS Northwest teaching faculty and community faculty educators. Responsible for ongoing outreach, relationship building, accolades collection, community building, faculty development and strong recruitment and retention efforts.
    • Assists Associate Dean with tracking, scheduling and organizing annual faculty evaluations and College of Medicine advising.
    • Knowledge of Liaison Committee on Medical Education (LCME) measures and requirements for the College of Medicine.
    • Tracks ongoing performance, compiles reports, and contributes to the ongoing systems improvements of the entire COM team.
    • Prepares and distributes presentations, publications, reports and provides policy management for the Associate Regional Dean.
    • Reviews and edits written materials.
    • Prepares documents and informational packages for various audiences.
    • Contributes to an ongoing highly professional web presence, creating updates and communications about UAMS Northwest College of Medicine activities working in close collaboration with UAMS media / public communications staff to promote UAMS in Northwest Arkansas.
    • Manages travel for the Associate Dean e.g. secures airline tickets, hotel reservations, appropriate ground transportation, and meeting registrations compiling into travel binders and submitting timely reimbursements in accordance with state and institutional guidelines and procedures, using the designated paper and automated systems and procedures.
    • Manages travel and itineraries for visiting faculty e.g. physician recruits, visiting professors, etc.
    • Fields calls and visitors, triaging appropriately and relaying messages to the Associate Dean.
    • Contributes to the overall smooth functioning of the UAMS NW COM assisting with other duties and/or special projects supporting the overall mission as assigned.

    Qualifications

    Bachelor's degree plus 2 years of administrative support experience OR High School diploma/GED plus 6 years of administrative support experience required.

     

    Knowledge, Skills & Abilities:

    • Must have excellent verbal and written communication skills demonstrating high levels of emotional intelligence.
    • Must also be proficient in Microsoft Office, Word, Excel, and PowerPoint.
    • Must be detail oriented, have excellent writing, editing, and spelling skills to assist with correspondence for the Associate Dean drafting communications including accolades, editing journal articles, grant applications and researching and writing special projects.

    Preferred Qualifications:

    • Skills utilizing organizational software such as OneNote, Adobe Suite.
    • Database development and management skills.
    • SAP experience.
    • Expertise creating professional caliber social media communications
    • SharePoint experience.

    UAMS is an Affirmative Action and Equal Opportunity Employer of individuals with disabilities and protected veterans and is committed to excellence.

     

    #CB

    Physical Requirements

    Stand: Occasionally
    Sit: Frequently
    Walk: Occasionally
    Bend, crawl, crouch, kneel, stoop, or reach overhead: Occasionally
    Lift, push, pull, carry weight: 10 lbs or less
    Use hands to touch, handle, or feel: Occasionally
    Talk: Occasionally
    Hear: Continuously
    Taste or smell: Never
    Read, concentrate, think analytically: Frequently
    Physical Environment: Inside Office Environment
    Noise Level: Quiet
    Visual Requirements: Depth perception, Far visual acuity, Near visual acuity
    Hazards: None

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