Executive Assistant

Description:

• Provides quality administrative and organizational support to the Dean
• Ensures Dean is informed and prepared for all daily activities and deadlines
• Interacts by phone and in person with Faculty members, staff and students of all levels as well as external contacts
• Prepares correspondence on behalf of the Dean
• Represents the Dean's Office in communication with all levels of the Faculty, the University, Government agencies and other external organizations
• Coordinates search process for Department Heads, Institute Directors and Associate Deans liaising with candidates, organizing meetings, itineraries, seminars, and travel arrangements
• Provides support to the Partnership Committees (U of C/AHS and Advisory Board; developing and distributing agendas, taking minutes and organizing the semi-annual faculty leadership retreats
• Responsible for all organizational activities of the Dean including management of schedule, travel arrangements, reconciling travel expenses, assisting in organizing faculty retreats and managing the Dean's research accounts
• Manage all confidential clinical duties pertaining to the Dean's clinical practice which would include direct contact with patients, scheduling a variety of specialty appointments, and administrative processes. Dealing with other healthcare professionals is also vital in this position

Qualifications / Requirements:

• Post secondary education and/or related administrative experience, and knowledge of university infrastructure systems highly desirable.
• 10 years experience in a progressively more senior admin role
• Minimum of 7 years working directly with patients in clinical care.
• Required knowledge and proficiency in computer programs (e.g. MS Word, PowerPoint, Excel, - Access, Email and Internet) as well as University technology systems and AHS clinical systems
• Strong written and verbal communication skills are required as well as the ability to deal with the public in a professional manner.
• Superior judgment required in determining the relative urgency of various situations.
• Excellent administrative and organizational skills with ability to set priorities and meet objectives.
• University experience in an administrative/secretarial role is an asset.
• Be a team leader willing to go the extra mile