Executive Assistant III

Department:

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108086

Minimum Requirements:

Bachelor's degree with six (6) years of relevant experience or the equivalent combination of education and experience. Grade 8 (Salaried)

Position Description:

The Executive Assistant III will provide high-level administrative support for the Department of Pediatrics Executive Vice Chair and Chair office by handling information requests, performing administrative functions, coordinating reimbursements, preparing correspondence, and managing the vice chair’s schedule. Plan and carry out special projects as needed.  Must have the ability to communicate across multiple internal and external organizations with an intimate understanding of the academic mission; work confidentially on multiple issues, compile and deliver oral or written reports/presentations.

Essential Duties and Responsibilities

• Manage the complex schedule of the Executive Vice Chair.

• Manage and maintain calls and correspondence requests on behalf of the Vice Chair.

• Act as a key contact and liaison between Department of Pediatrics and essential Clinical Partners within Norton Children’s, Research, Hospital, and Care practices on behalf of the Vice Chair.

• Communicate and follow-up with internal and external organizational representatives including departmental vice chairs, division chiefs, key staff and managers; SOM Dean and dean’s office staff; SOM departments key staff, division chiefs, chairs; key hospital/clinical staff, managers, directors, and vice presidents.

• Confirm objectives for meetings, follow up to ensure all participants are prepared.

• Capture and disseminate major takeaways from departmental meetings, work with executive team to ensure follow-up.

• Monitor progress and achievements for next steps.

• Serve as resource for chair office staff, divisional administrative key staff, division chiefs and faculty in coordinating with the research mission of the Department.

• Special projects as they come up including research into solutions, data mining and other work as necessary.

• Prepare agendas for monthly and quarterly meetings focused on research and other domains of the academic mission of the Department.

Preferred Qualifications

• Strong commitment to customer service excellence.

• Excellent interpersonal, written and oral communication skills.

• Proficiency in Microsoft Outlook, Word, PowerPoint, MS Teams or Zoom, Adobe DC.

Competencies

• Clerical — Knowledge of administrative and clerical procedures and systems.

• Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services.

• Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.

Target Compensation Maximum:

$100,553.00

Target Compensation Minimum:

$67,035.00

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.