EXECUTIVE ASSISTANT I

University of Alabama at Birmingham

Under minimal supervision, this Executive Assistant I role provides diverse, complex and often confidential administrative and support services to an executive.

Key Roles & Responsibilities

• Executive Support: Provide high-level administrative assistance to the Chair of Radiation Oncology as well as the Executive Administrators calendar, ensuring efficient management of the Chair's and Executive Administrators calendar, meetings, and travel arrangements. Handle sensitive information and tasks with discretion and confidentiality.
• Independent Decision-Making: Exercise independent judgment in managing daily administrative functions, scheduling, and prioritizing tasks based on the needs of the Chair and department while ensuring alignment with organizational priorities.
• Research and Reporting: Conduct in-depth research related to Radiation Oncology initiatives, trends, and regulatory updates. Prepare reports, summaries, and briefing documents to support the Chair in decision-making and communications.
• Correspondence Management: Review and prioritize incoming correspondence, emails, and publications. Summarize key points, flagging urgent issues for the Chair's attention, and draft responses where appropriate.
• Human Resources Support: May assist with HR functions within the department, including coordinating recruitment efforts and helping with the onboarding of new faculty members within the Radiation Oncology department.
• Office and Department Management: Oversee day-to-day office operations for the Radiation Oncology Chair's office, ensuring an organized and efficient work environment. This includes managing office supplies, coordinating with other departments, and resolving any logistical issues.
• Supervision of Support Staff: May supervise and mentor support staff, including administrative assistants or other personnel, to ensure efficient and effective office operations.
• Project Coordination: Lead or support special projects as assigned by the Chair, ensuring successful execution from initiation to completion. This may include managing timelines, coordinating with internal and external stakeholders, and reporting on progress.
• Financial and Budgetary Support: May assist the Chair with financial tracking, budget preparation, and monitoring of departmental expenditures. Ensure that financial documentation is accurate and timely for reimbursement or reporting purposes.
• Event Planning: May plan and coordinate department events, meetings, conferences, or seminars. Ensure that logistics are handled, including location, catering, attendee coordination, and materials preparation.
• Internal and External Communication: Serve as a key liaison between the Chair and both internal stakeholders (faculty, staff, and students) and external contacts (vendors, industry partners, etc.), facilitating precise and timely communication.
• Problem-Solving and Conflict Resolution: Address and resolve issues that arise within the department or from external contacts, exercising professional discretion and a solutions-oriented approach.
• Time and Task Management: Manage competing demands and prioritize tasks efficiently to ensure all deadlines are met. Adapt to changing conditions and unforeseen challenges in a fast-paced medical/academic environment.
• Technical Proficiency: Utilize a range of software tools and platforms, including scheduling tools, word processing, spreadsheets, and presentation software, to perform administrative tasks effectively.
• Confidentiality and Ethical Standards: Uphold the highest standards of confidentiality, especially when handling sensitive patient data, research, and staff information, in compliance with HIPAA and institutional policies.
• Committee and Board Support: Support the Chair's involvement in departmental committees, research boards, or institutional committees by preparing agendas, taking minutes, and tracking action items.

Knowledge, Skills, Abilities & Work Characteristics

• Hard Skills Proficiency in Office Software: Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Calendar Management: Ability to manage and coordinate complex schedules, including meetings, appointments, and travel arrangements.
• Data Management: Skills in organizing, maintaining, and retrieving data efficiently.
• Project Management: Knowledge of project management tools and methodologies to assist in planning and executing projects.
• Communication Skills: Strong written and verbal communication skills for drafting emails, reports, and presentations.
• Technical Proficiency: Familiarity with office equipment and technology, including video conferencing tools and CRM systems.
• Soft Skills Organization: Exceptional organizational skills to manage multiple tasks and priorities effectively.
• Time Management: Ability to prioritize tasks and manage time efficiently to meet deadlines.
• Attention to Detail: Keen eye for detail to ensure accuracy in all tasks and communications.
• Problem-Solving: Strong problem-solving skills to handle unexpected challenges and find effective solutions.
• Discretion and Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
• Interpersonal Skills: Excellent interpersonal skills to build and maintain positive relationships with colleagues and clients.
• Adaptability: Flexibility to adapt to changing priorities and work environments. Initiative: Proactive approach to identifying needs and taking action without being prompted.

Salary Range: $47,665 - $77,455

Education

• Bachelor's degree in a related field and two (2) years of related experience required.
• OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, religion, sexual orientation, gender identity, gender expression, and veteran’s status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB’s Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix.