Under limited supervision, responsible for providing senior professional executive level administrative support in business activities. Directly supports and serves as the designated representative by providing key administrative coordination of the daily activities of department or subdivision. May lead or mentor lower level team members and supervise a small group.

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• Expert knowledge in office management and administrative practices and procedures.
• Knowledge of record retention regulations and ability to maintain confidentiality.
• Proficiency in relevant software such as Microsoft Office Suite.
• Possess a foundational understanding of artificial intelligence technologies and the ability to apply them appropriately to support operational and strategic needs.
• Demonstrated ability to effectively communicate verbally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.
• Strong interpersonal skills and demonstrated poise and professionalism.
• Ability to work collaboratively with faculty, staff, and leaders across the institution, regardless of position or title.
• Excellent time management and organizational skills.
• Self-motivated and directed; takes ownership for deliverables and deadlines while working independently.

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Education:

12 years of experience or Bachelor's degree and 8 years of experience needed

• Manages the administrative, operational, and/or financial affairs of the Chair's/Executive level equivalent's office.
• Plans and coordinates appointments and maintains the fluid calendar to include professional and business schedules, speaking engagements, committee meetings, or related commitments.
• Prioritizes and ensures that all duties requiring action or attention are completed within prescribed deadlines.
• Represents the Chair/Executive level equivalent to faculty, administration, and staff and outside constituencies.
• Conveys instructions and information to departmental faculty and staff members, in a highly confidential manner.
• Advises the Chair/Executive level equivalent on policy, procedural and operational issues of the university.
• Assists by troubleshooting, clarifying policies, and exercising independent judgment when referring and/or providing solutions to identified issues.
• Coordinates the distribution, collection, and processing of information for required faculty reports to ensure compliance to school and departmental policies.
• Creates and composes correspondence for Chair/Executive level equivalent signature.
• Examines incoming correspondence and routes appropriately.
• Reviews and edits draft publications and other written documents.
• Transcribes and maintains copies of updated CV, depositions, reports, journal reviews, grants and other documents.
• Edits and approves for signature any correspondence prepared by other department personnel.
• Serves as a liaison to University offices as the first point of contact for faculty and Chair Office.
• Work in partnership with the Office for Faculty and serving as a key point of contact between potential faculty recruits and the Faculty Specialist, ensuring consistent guidance and coordinated next steps throughout the recruitment process.
• Coordinates communication and gathers required documentation from faculty and staff seeking clinical privileges, working in close partnership with the Credentialing Specialist to ensure timely and accurate submission.
• Oversee the recruitment and screening process for administrative staff, reviewing applications, assessing candidate suitability, and supporting the department in selecting highly capable team members.
• Performs all other duties as assigned.