Executive Assistant

Additional Links:

This position is Benefit eligible; click here for an overview of available benefits.

This position is covered by the UHP Bargaining Unit; click here to review the current UHP Contract.

This position is in salary group UHP\-06; click here to review the current UHP Pay Plan

Why UConn Health

UConn Health is a vibrant, integrated academic medical center that is entering an era of unprecedented growth in all three areas of its mission: academics, research, and clinical care. A commitment to human health and well\-being has been of utmost importance to UConn Health since the founding of the University of Connecticut schools of Medicine and Dental Medicine in 1961\. Based on a strong foundation of groundbreaking research, first\-rate education, and quality clinical care, we have expanded our medical missions over the decades. In just over 50 years, UConn Health has evolved to encompass more research endeavors, to provide more ways to access our superior care, and to innovate both practical medicine and our methods of educating the practitioners of tomorrow.

At the UCHC, this class is accountable for independently performing a full range of administrative and/or program functions for an academic/clinical or administrative office. This position will act as personal assistant for the Director of the A.J. Pappanikou Center for Excellence in Developmental Disabilities to provide confidential administrative and operational support.

SUPERVISION RECEIVED:

Works under the limited supervision of an employee of higher grade.

SUPERVISION EXERCISED:

May lead/supervise lower employees as assigned.

EXAMPLES OF DUTIES:

• Plans office workflow and determines priorities; may schedule, assign, oversee and review work.
• Establishes and maintains office procedures.
• Provides staff training and assistance.
• May conduct or assist in conducting performance evaluations.
• Assists in interviewing and hiring of support staff.
• Complies information from a variety of sources and prepares narrative or statistical reports, exercising judgement in the items to be included.
• Composes complex correspondence for own or supervisors signature.
• Acts as liaison with faculty, agencies and outside officials regarding unit policies and procedures.
• Acts as a resource to staff.
• Acts for department head by interpreting established policies and procedures.
• Troubleshoots by relieving supervisor of as much administrative detail as possible. Acts for and regularly makes decisions in the supervisors absence within prescribed limits of authority.
• Arranges and coordinates meetings for international organizations.
• Researches, assembles and coordinates meeting materials.
• Makes complex travel arrangements.
• Coordinates faculty appointment and promotion procedures.
• Maintains calendars.
• Performs related duties as required.

MINIMUM QUALIFICATIONS REQUIRED

KNOWLEDGE, SKILL AND ABILITY:

• Considerable knowledge of office administration and management.
• Considerable knowledge of the department's policies and procedures.
• Considerable knowledge of proper grammar, punctuation and spelling.
• Considerable knowledge of business communications.
• Knowledge of business math.
• Considerable interpersonal skills; considerable oral and written communication skills.
• Ability to operate office equipment which may include word processors, computer terminals or other automated equipment; some supervisory ability.

EXPERIENCE AND TRAINING:

General Experience:

Four (4\) years of experience above the routine clerk level in office support or secretarial work.

Special Experience:

One (1\) years of the General Experience must have been at a level comparable to Administrative Program Assistant 2\.

Substitutions Allowed:

College training in the Secretarial Sciences may be substituted for the General Experience on the basis of 15 semester hours equaling six (6\) months of experience to a maximum of two (2\) years.

PREFERRED QUALIFICATIONS:

• One (1\) year of experience in executive\-level administrative support, supporting senior leadership in a research or academic setting.
• Proficiency working with Microsoft Office (Outlook, Word, Excel, PowerPoint) and experience with scheduling and database management.
• Exceptional organizational and time\-management skills.
• Experience with domestic and international travel.
• Experience working in systems for people with disabilities or personal lived experience with a disability.
• Experience with assisting and working on federal and state grants and contracts.
• Experience in proofreading and editing manuscripts, journals, publications, and correspondence.
• Knowledge of UConn's organizational structure and University policies and procedures.
• Working knowledge and experience of UConn School of Medicine systems (Banner, HuskyBuy, and Travel Authorizations).

SCHEDULE: Full\-time, 40 hours per week, Monday through Friday from 8:00 to 4:30 pm. This position is grant funded year to year with no option for remote work.