Executive Assistant to the Chair
WVU Medicine · Morgantown, WV · 1 mo ago
On-siteFull-time
We need to output HTML fragment with sections for headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We must not repeat job title. Remove boilerplate, navigation, legal, EEO, etc. Also remove application instructions. Keep substantive info.
Let's parse the posting.
Content:
- Intro: "Welcome! We’re excited you’re considering an opportunity with us! To apply to this position and be considered, click the Apply button located above this message and complete the application in full. Below, you’ll find other important information about this position." This is boilerplate/application instruction; remove.
- "Performs a wide range of skilled clerical duties and coordinates a variety of office procedures in support of a Chief Executive/Department Chairman. Specializes in clerical work supporting the Chief Officer’s areas of responsibility. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects."
That's description of role; could be About the role.
- Minimum Qualifications: "EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE: High School Diploma or Equivalent AND Four (4) years of high-level Administrative Experience; OR Associate’s Degree AND Two (2) years of high level Executive Office Experience; OR Bachelor’s Degree."
- Preferred Qualifications: "EDUCATION, CERTIFICATION, AND/OR LICENSURE: Bachelor's Degree in Business Administration, Health Administration. Experience Work experience in a health care and medical environment."
- CORE DUTIES AND RESPONSIBILITIES: long list.
- PHYSICAL REQUIREMENTS: description.
- WORKING ENVIRONMENT: description.
- Skills And Abilities: list.
- Additional Job Description: "Scheduled Weekly Hours: 40 Exempt/Non-Exempt Shift: United States of America (Non-Exempt) Company WVUH West Virginia University Hospitals Cost Center 8180 UHA Otolaryngology Address 1 Medical Center Drive Morgantown West Virginia"
- EEO boilerplate: remove.
We need sections: About the role (maybe intro description), Responsibilities (core duties), Requirements (minimum qualifications?), Qualifications (preferred?), Skills (skills and abilities), Benefits (none given), Pay (none), Schedule (we have scheduled weekly hours 40, shift info). So we can include Schedule section with that info. Benefits and Pay not present, so omit.
We must not create sections with filler like "not specified". So only include sections with actual content.
We need to use for section headings. Use
for section headings. Use - for any list of duties/requirements/benefits. Use
for prose.
We need to preserve all substantive info; not invent or summarize away detail. So we need to keep the details as given, but we can format them into lists where appropriate.
Let's extract each piece.
About the role: The first paragraph describing role: "Performs a wide range of skilled clerical duties and coordinates a variety of office procedures in support of a Chief Executive/Department Chairman. Specializes in clerical work supporting the Chief Officer’s areas of responsibility. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects."
We can put that in
.
Responsibilities: The CORE DUTIES AND RESPONSIBILITIES block. It's a long paragraph with many sentences, each describing a duty. We could split into list items for each duty. The instruction: Use
- for any list of duties/requirements/benefits. So we should turn the duties into a list. However we must preserve all substantive information; we can break sentences into list items. Ensure we don't lose any detail.
Let's list duties from the text:
- Works independently to initiate and complete executive support functions for Executive.
- Independently screens phone and face-to-face requests for the Executive.
- Maintains a tracking system on matters involving the Executive and monitors frequently for status of ongoing issues.
- Works independently to assist in the coordination/scheduling for the Executive including scheduling of standing meetings and responding to requests for meetings as requested.
- Assists in determining priorities and ensures all deadlines are met.
- Determines the priorities for meetings; schedules meetings, collects agenda items, prepares agenda and composes minutes as requested.
- Collects information and creates reports from established data and/or departments.
- Establish and maintains office files and records and assembles information from these and other sources.
- Archives files independently as appropriate.
- Assists Executive with special projects and other duties as assigned.
- Compiles necessary background information for the Executive review.
- Coordinates a plan for completing the project.
- Maintains responsibility for monitoring the project’s progress.
- Maintains the Executive’s calendar and makes all travel and lodging arrangements; tracks reimbursement for expenses from appropriate unit or agency.
- Responsible for all correspondence for the Executive signature.
- Works independently drafting personal and business correspondence, letter and memos as requested.
- Proofreads all typed correspondence prior to submittal or distribution.
- 12 Prints meeting materials and prepares meeting folders for internal and external meetings of the Executive and leadership. (Note: "12" seems a typo; maybe "Prints meeting materials..." We'll keep as is.)
- Researches and compiles information as requested from Executive.
- Compiles accurate statistical, financial or unit activity data for department as assigned.
- Receives and reviews all mail. This requires use of independent judgment to route information to others, suggesting responses to various correspondences by pointing out significant information or recommending appropriate action. This task includes the proper handling of confidential materials, reports, financial information, and personnel matters.
- Participates in cross-training with other executive support staff.
- Works with management to coordinate and identify educational and training opportunities.
We need to keep the "12 Prints meeting materials..." maybe it's a formatting artifact; we keep the sentence.
Now Requirements: Minimum Qualifications block. Could be considered Requirements. We'll put as list? It's a set of alternatives. Could be prose. Use
for prose. But we could also list each option as
- . The instruction: Use
- for any list of duties/requirements/benefits. So we should list each requirement as list items. However the requirement is alternatives; we could list each path.
Let's extract:
- High School Diploma or Equivalent AND Four (4) years of high-level Administrative Experience;
- Associate’s Degree AND Two (2) years of high level Executive Office Experience;
- Bachelor’s Degree.
We'll put as
- .
Preferred Qualifications: Could be Qualifications section. We'll list:
- Bachelor's Degree in Business Administration, Health Administration.
- Experience Work experience in a health care and medical environment.
We could combine as list.
Skills And Abilities: list.
- Maintains a high level of confidentiality at all times.
- Ability to work independently and exercise good judgment with exemplary attention to detail.
- Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion.
- Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives.
- Strong oral presentation and critical thinking skills required.
- Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the senior/executive.
We'll list.
Working Environment and Physical Requirements: Could be part of Requirements or separate? The instructions only list specific headings; we could include them under Requirements or maybe under a generic section? Not listed. We could incorporate them into Requirements or maybe under a separate section like "Working Conditions" but not in allowed headings. Since we must only use those headings, we could embed those details within Requirements or Skills? Better to put them under Requirements as they are qualifications/requirements. But they'd be more about physical demands and work environment. Could also put under a separate section like "Requirements" and include subpoints. We'll include them as list items under Requirements.
Schedule: we have "Scheduled Weekly Hours: 40 Exempt/Non-Exempt Shift: United States of America (Non-Exempt)". We'll put as
.
Now Benefits and Pay: not present, omit.
Now About the role: we have intro paragraph.
Now we must not include boilerplate like Equal Opportunity Employer etc.
Now produce HTML fragment.
Structure:
About the role
Performs a wide range of skilled clerical duties and coordinates a variety of office procedures in support of a Chief Executive/Department Chairman. Specializes in clerical work supporting the Chief Officer’s areas of responsibility. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects.
Responsibilities
- Works independently to initiate and complete executive support functions for Executive.
- Independently screens phone and face-to-face requests for the Executive.
- Maintains a tracking system on matters involving the Executive and monitors frequently for status of ongoing issues.
- Works independently to assist in the coordination/scheduling for the Executive including scheduling of standing meetings and responding to requests for meetings as requested.
- Assists in determining priorities and ensures all deadlines are met.
- Determines the priorities for meetings; schedules meetings, collects agenda items, prepares agenda and composes minutes as requested.
- Collects information and creates reports from established data and/or departments.
- Establish and maintains office files and records and assembles information from these and other sources.
- Archives files independently as appropriate.
- Assists Executive with special projects and other duties as assigned.
- Compiles necessary background information for the Executive review.
- Coordinates a plan for completing the project.
- Maintains responsibility for monitoring the project’s progress.
- Maintains the Executive’s calendar and makes all travel and lodging arrangements; tracks reimbursement for expenses from appropriate unit or agency.
- Responsible for all correspondence for the Executive signature.
- Works independently drafting personal and business correspondence, letter and memos as requested.
- Proofreads all typed correspondence prior to submittal or distribution.
- Prints meeting materials and prepares meeting folders for internal and external meetings of the Executive and leadership.
- Researches and compiles information as requested from Executive.
- Compiles accurate statistical, financial or unit activity data for department as assigned.
- Receives and reviews all mail. This requires use of independent judgment to route information to others, suggesting responses to various correspondences by pointing out significant information or recommending appropriate action. This task includes the proper handling of confidential materials, reports, financial information, and personnel matters.
- Participates in cross-training with other executive support staff.
- Works with management to coordinate and identify educational and training opportunities.
Requirements
- High School Diploma or Equivalent AND Four (4) years of high-level Administrative Experience;
- Associate’s Degree AND Two (2) years of high level Executive Office Experience;
- Bachelor’s Degree.
Maybe also include Physical Requirements and Working Environment as list items under Requirements? Could add separate subheadings but not allowed. Could incorporate them as list items under Requirements as well.
Let's extract Physical Requirements:
- The position takes a high degree of concentration both mentally in quick turnaround of written material (data collection reports, timely correspondence [response turnaround anticipated the same day], etc.) and also in responding to receiving and screening of callers via the phone and/or in person, as well as in coordinating of events that require constant time commitment and good organizational skills.
- Must be mentally alert and responsive.
- Ability to sit for long periods of time.
- Ability to lift, push or pull 10-15 pounds.
Working Environment:
- Strong computer skills, communication skills, organization skills, and transcription are required.
- Knowledge of basic business principles and the ability to
for prose. We need to preserve all substantive info; not invent or summarize away detail. So we need to keep the details as given, but we can format them into lists where appropriate. Let's extract each piece. About the role: The first paragraph describing role: "Performs a wide range of skilled clerical duties and coordinates a variety of office procedures in support of a Chief Executive/Department Chairman. Specializes in clerical work supporting the Chief Officer’s areas of responsibility. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects." We can put that in
. Responsibilities: The CORE DUTIES AND RESPONSIBILITIES block. It's a long paragraph with many sentences, each describing a duty. We could split into list items for each duty. The instruction: Use
- for any list of duties/requirements/benefits. So we should turn the duties into a list. However we must preserve all substantive information; we can break sentences into list items. Ensure we don't lose any detail.
Let's list duties from the text:
- Works independently to initiate and complete executive support functions for Executive.
- Independently screens phone and face-to-face requests for the Executive.
- Maintains a tracking system on matters involving the Executive and monitors frequently for status of ongoing issues.
- Works independently to assist in the coordination/scheduling for the Executive including scheduling of standing meetings and responding to requests for meetings as requested.
- Assists in determining priorities and ensures all deadlines are met.
- Determines the priorities for meetings; schedules meetings, collects agenda items, prepares agenda and composes minutes as requested.
- Collects information and creates reports from established data and/or departments.
- Establish and maintains office files and records and assembles information from these and other sources.
- Archives files independently as appropriate.
- Assists Executive with special projects and other duties as assigned.
- Compiles necessary background information for the Executive review.
- Coordinates a plan for completing the project.
- Maintains responsibility for monitoring the project’s progress.
- Maintains the Executive’s calendar and makes all travel and lodging arrangements; tracks reimbursement for expenses from appropriate unit or agency.
- Responsible for all correspondence for the Executive signature.
- Works independently drafting personal and business correspondence, letter and memos as requested.
- Proofreads all typed correspondence prior to submittal or distribution.
- 12 Prints meeting materials and prepares meeting folders for internal and external meetings of the Executive and leadership. (Note: "12" seems a typo; maybe "Prints meeting materials..." We'll keep as is.)
- Researches and compiles information as requested from Executive.
- Compiles accurate statistical, financial or unit activity data for department as assigned.
- Receives and reviews all mail. This requires use of independent judgment to route information to others, suggesting responses to various correspondences by pointing out significant information or recommending appropriate action. This task includes the proper handling of confidential materials, reports, financial information, and personnel matters.
- Participates in cross-training with other executive support staff.
- Works with management to coordinate and identify educational and training opportunities.
We need to keep the "12 Prints meeting materials..." maybe it's a formatting artifact; we keep the sentence.
Now Requirements: Minimum Qualifications block. Could be considered Requirements. We'll put as list? It's a set of alternatives. Could be prose. Use
for prose. But we could also list each option as
- . The instruction: Use
- for any list of duties/requirements/benefits. So we should list each requirement as list items. However the requirement is alternatives; we could list each path.
Let's extract:
- High School Diploma or Equivalent AND Four (4) years of high-level Administrative Experience;
- Associate’s Degree AND Two (2) years of high level Executive Office Experience;
- Bachelor’s Degree.
We'll put as
- .
Preferred Qualifications: Could be Qualifications section. We'll list:
- Bachelor's Degree in Business Administration, Health Administration.
- Experience Work experience in a health care and medical environment.
We could combine as list.
Skills And Abilities: list.
- Maintains a high level of confidentiality at all times.
- Ability to work independently and exercise good judgment with exemplary attention to detail.
- Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion.
- Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives.
- Strong oral presentation and critical thinking skills required.
- Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the senior/executive.
We'll list.
Working Environment and Physical Requirements: Could be part of Requirements or separate? The instructions only list specific headings; we could include them under Requirements or maybe under a generic section? Not listed. We could incorporate them into Requirements or maybe under a separate section like "Working Conditions" but not in allowed headings. Since we must only use those headings, we could embed those details within Requirements or Skills? Better to put them under Requirements as they are qualifications/requirements. But they'd be more about physical demands and work environment. Could also put under a separate section like "Requirements" and include subpoints. We'll include them as list items under Requirements.
Schedule: we have "Scheduled Weekly Hours: 40 Exempt/Non-Exempt Shift: United States of America (Non-Exempt)". We'll put as
. Now Benefits and Pay: not present, omit. Now About the role: we have intro paragraph. Now we must not include boilerplate like Equal Opportunity Employer etc. Now produce HTML fragment. Structure:
About the role
Performs a wide range of skilled clerical duties and coordinates a variety of office procedures in support of a Chief Executive/Department Chairman. Specializes in clerical work supporting the Chief Officer’s areas of responsibility. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects.
Responsibilities
- Works independently to initiate and complete executive support functions for Executive.
- Independently screens phone and face-to-face requests for the Executive.
- Maintains a tracking system on matters involving the Executive and monitors frequently for status of ongoing issues.
- Works independently to assist in the coordination/scheduling for the Executive including scheduling of standing meetings and responding to requests for meetings as requested.
- Assists in determining priorities and ensures all deadlines are met.
- Determines the priorities for meetings; schedules meetings, collects agenda items, prepares agenda and composes minutes as requested.
- Collects information and creates reports from established data and/or departments.
- Establish and maintains office files and records and assembles information from these and other sources.
- Archives files independently as appropriate.
- Assists Executive with special projects and other duties as assigned.
- Compiles necessary background information for the Executive review.
- Coordinates a plan for completing the project.
- Maintains responsibility for monitoring the project’s progress.
- Maintains the Executive’s calendar and makes all travel and lodging arrangements; tracks reimbursement for expenses from appropriate unit or agency.
- Responsible for all correspondence for the Executive signature.
- Works independently drafting personal and business correspondence, letter and memos as requested.
- Proofreads all typed correspondence prior to submittal or distribution.
- Prints meeting materials and prepares meeting folders for internal and external meetings of the Executive and leadership.
- Researches and compiles information as requested from Executive.
- Compiles accurate statistical, financial or unit activity data for department as assigned.
- Receives and reviews all mail. This requires use of independent judgment to route information to others, suggesting responses to various correspondences by pointing out significant information or recommending appropriate action. This task includes the proper handling of confidential materials, reports, financial information, and personnel matters.
- Participates in cross-training with other executive support staff.
- Works with management to coordinate and identify educational and training opportunities.
Requirements
- High School Diploma or Equivalent AND Four (4) years of high-level Administrative Experience;
- Associate’s Degree AND Two (2) years of high level Executive Office Experience;
- Bachelor’s Degree.
- .
Preferred Qualifications: Could be Qualifications section. We'll list:
- Bachelor's Degree in Business Administration, Health Administration.
- Experience Work experience in a health care and medical environment.
We could combine as list.
Skills And Abilities: list.
- Maintains a high level of confidentiality at all times.
- Ability to work independently and exercise good judgment with exemplary attention to detail.
- Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion.
- Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives.
- Strong oral presentation and critical thinking skills required.
- Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the senior/executive.
We'll list.
Working Environment and Physical Requirements: Could be part of Requirements or separate? The instructions only list specific headings; we could include them under Requirements or maybe under a generic section? Not listed. We could incorporate them into Requirements or maybe under a separate section like "Working Conditions" but not in allowed headings. Since we must only use those headings, we could embed those details within Requirements or Skills? Better to put them under Requirements as they are qualifications/requirements. But they'd be more about physical demands and work environment. Could also put under a separate section like "Requirements" and include subpoints. We'll include them as list items under Requirements.
Schedule: we have "Scheduled Weekly Hours: 40 Exempt/Non-Exempt Shift: United States of America (Non-Exempt)". We'll put as
- for any list of duties/requirements/benefits. So we should list each requirement as list items. However the requirement is alternatives; we could list each path.
Let's extract:
- High School Diploma or Equivalent AND Four (4) years of high-level Administrative Experience;
- Associate’s Degree AND Two (2) years of high level Executive Office Experience;
- Bachelor’s Degree.
We'll put as