Executive Assistant & Faculty Affairs Coordinator, Dermatology
Medical Faculty Associates, Inc

Job Info

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Position Summary

Perform administrative duties for the Department Chairman and related to the operations of the department.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.

• Provides administrative assistance to the department Chairman and manager her clinic schedule
• Establishes procedures for conducting daily departmental operations in accord with administrator's policy guidelines and overall needs of the MFA.
• Communicates with other University representatives, government agencies, student or alumni groups, learned societies, accreditation bodies and other individuals or groups to exchange information, enlist cooperation and implement departmental programs.
• Prepares variety of publications, speeches, memoranda, correspondence, research monographs and proposals designed to effect action or publicize departmental activities.
• Maintains appropriate records, files and accounts, instituting or enforcing accountability and confidentiality procedures according to nature of data.
• Plans, organizes, schedules and coordinates departmental or University-wide activities such as graduation ceremonies, conferences and other faculty, student or alumni functions.
• Receives and orients visitors, advises or consuls students, trains new employees, and speaks to campus organizations as representative of supervisor.
• Performs administrative assistance, related clerical duties for the Chair of OBGYN:
  • Composes and prepares routine correspondence for the department.
  • Answers telephone and give information to callers or routes call to appropriate person and places outgoing calls.
  • Schedules appointments and arranges travel schedules and reservations.
  • Process faculty physicians and appropriate MFA staff to setting up files; helping maintain copies of current licensure.
  • Assists the department in the annual capital and annual budget processes.
• Monitors and participates in answering of inquiries from students, University staff, sponsors or general public; normally handles more complex inquiries personally.
• Assists manager with planning and preparation of grant or budget proposals and subsequent changes. Monitors and reconciles office expense budgets. Signs purchase orders and wage account forms on behalf of manager.
• Assists in compiling and documenting funding requests and in monitoring and controlling program funds.
• Compiles workload statistics and composes or assists in composing operational reports.
• Reviews and approves financial action document on behalf of administrator, applying written policies, regulations or restrictions and established precedents.
• Composes functional and policy statements and interpretive memos for manager's signature and or composes material for publication in professional brochures.
• Performs special research, compiles and analyzes significant data and suggests alternative policies, procedures or work assignment to improve operations or to comply with changing legal or funding requirements.

Qualifications

Education

• A Bachelor's degree or an equivalent combination of training and experience is necessary.

Experience

• A minimum of 3 years of secretarial experience, including at least six months of business administration experience is necessary.
• Excellent word processing skills are required.

This job has expired.