Executive Support Asst IV, Chair

Responsibilities

• Provides administrative support to all Dermatology faculty, administrator, and department leadership for all University related activities.
• Creates and processes all new hire paperwork, assists in setting up meetings, prepares travel arrangements, processes expense reports, and provides secretarial support.
• Makes associated purchases using the PCard for the entire department and ensures all purchases are made according to department needs.
• Independently gathers all necessary documentation to open up new faculty positions and prepares promotions and/or re-appointment packages for faculty.
• Works closely with Faculty Affairs, SMD Finance, and Medical Staff Office (MSO) to ensure all packages contain necessary paperwork and are completed by deadlines.
• Coordinates onboarding of new faculty, co-authors department newsletters, and helps create policies and procedures relevant to key job functions.
• Maintains the Chair’s daily calendar, coordinates travel, and supports faculty members in making travel arrangements.
• Prepares travel and conference reports for the Chair and coordinates meetings among multiple department representatives for various topics.
• Plans and makes all arrangements for meetings and special events, including monthly clinical and research faculty meetings, quarterly combined faculty meetings, quarterly executive leadership dinner meetings, and department specific events such as holiday parties and summer picnics.
• Maintains department equipment inventory and space survey, tags equipment as required, and certifies department equipment inventory and space as needed by the University.
• Manages the opening of new positions across every aspect of the department, coordinates the multi-step and complex interview process for faculty candidates, and serves as a back-up approver for others in time in myURHR (UKG).
• Maintains office supply and office equipment inventory, ensures administrative and research faculty offices have necessary office supplies and functioning equipment, and coordinates service calls with IT, ISD, Facilities, Environmental Service, etc.
• Performs other related tasks as assigned or as found to be necessary to be completed within the scope of the role.

Requirements

Minimum Education & Experience: Associate's degree and 3 years related work experience including at least 1 year in an executive administrative capacity in an academic office or project management, or the equivalent experience in business required. Bachelor's degree preferred.

Knowledge, Skills And Abilities: Excellent interpersonal, organizational, and communication skills both verbal and written required. Strong attention to detail, proofreading ability, and the ability to maintain confidentiality at all times required. Proficiency in Outlook, knowledge of Microsoft Office Suite preferred, and familiarity with UR-specific systems like Faculty Roster, UR Space, and Workday preferred.