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Executive Assistant to the Chair

Job Description:
Responsibilities Oversee all administrative responsibility for the Chair's Office.
Support the Chair of the Department of Radiological Sciences in all administrative and academic activities.
Serve as communication liaison between the Chair and the Vice Chairs; between the Chair and the departmental academic and medical program directors and faculty, and between the Chair and outside radiology departments worldwide.
Make independent decisions as to scheduling meetings and related detail coordination.
Represent the Chair to Department members, University officials, VIP patients, donors, and the general community.
Arrange visits and tours and social events on and off campus.
Triage difficult, sensitive and urgent inquiries in a gracious, diplomatic manner.
Handle complaints that come to the Chair's Office with diplomacy and provide assistance to resolve the situation, including connecting the complaintant with the proper individual to resolve the issue.
Liaise with the University Health Sciences Communications Office regarding media and public relations requests.
Serve as interface between the media and the Chair/Department.
Appropriately respond to or reroute media requests and public inquiries about the Department.
Serve as a resource for section assistants regarding faculty recruitment activities, including travel arrangements, communicating with search committee and faculty to develop interview itineraries.
Monitor and approve expenses that occur for the Chair and office proper.
Provide support to the Chair in professional, clinical, and teaching activities.
Make travel arrangements and oversee reimbursements for expenses.
Independently prepare, draft, or edit correspondence and reports.
Coordinate monthly Practice Group Executive Committee Meetings and Department Faculty Meetings, proofread meeting minutes prior to distribution to departmental faculty.
Serve as administrative supervisor to one or more administrative staff members.
Carry out special projects as assigned by the Chair and assist the Chief Administrative Officer with special assignments for the Chair's Office.
Qualifications Superior interpersonal communication and telephone skills, ability to maintain and foster effective relationships with diverse staff, faculty, University officials, patients, VIPs, donors and the public.
Ability to use independent judgment to maintain the Chair's calendar and plan departmental events.
Skill in using electronic calendaring systems and e-mail.
Ability to develop, organize and maintain professional filing and logging systems.
Excellent organizational and problem-solving skills.
Ability to work under pressure, with competing deadlines and frequent interruptions.
Ability to work independently and to formulate action plans.
Writing skills to independently compose correspondence using correct grammar, spelling, punctuation and syntax, ability to use discretion in drafting replies on Chair's behalf.
Ability to make all arrangements for visiting professorsl, including housing accommodations, transportation and itineraries.
Ability to make numerous and complex travel arrangements for the Chair and ability to prepare travel forms.
Ability to coordinate departmental site visits and lectures.
Ability to follow-up on all pending projects and issues, keeping affected parties informed of status, and ensure completion.
Ability to identify, analyze and resolve problems as they arise, and keep Chairman and CAO apprised of any problems.
Ability to establish priorities and assure that all deadlines are met in a timely manner.
Ability to transcribe, type and edit correspondence, patient notes and academic materials from a dictaphone.
Working knowledge of medical/legal terminology.


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