Executive Assistant

The Executive Assistant will assure/provide necessary administrative support to the Department Director and to the faculty and staff at the Broadway location. The Executive Assistant will monitor the dictation system for the Sr. Vice President of the Behavioral Psychology Department. This employee will also oversee the activities of the department administrative staff to assure faculty needs are being met.

Responsibilities

1. Manage and maintain appropriate administrative support staffing for Behavioral Psychology faculty and staff. Provide office phone and reception coverage for the 2nd Floor Broadway location when necessary.
2. Monitor and ensure the accurate and timely preparation of department/program reports and spreadsheets, reference lists, reprint files, orientation handbooks and data collection files. Develop, create and coordinate the production of program/department training manuals.
3. Provide and monitor departmental administrative staff in the provision of, administrative services for the faculty/staff to include the composition and preparation of memos, papers, reports, grants, etc. Activities will include, but are not limited to typing, proofing, transcription, data summarization, copying, distribution, etc.
4. Update and maintain electronic filing system for departmental communication, presentations and documents, and communication on behalf of the Department Director.
5. Coordinate staff efforts in routine department operations/special projects. Ensure compliance with Institute policies and procedures.
6. Monitor emails for Department Director and assure that all pending notifications are processed appropriately and timely, and ensure/track follow up communication.
7. Generate, implement and monitor a system for taking inventory of, maintaining and ordering program equipment and supplies.
8. Ensure safe and clean environments and staff offices through communicating with Facilities, Housekeeping and the Operations Support Services Coordinator.
9. Participate in and maintain minutes of meetings as required.
10. Schedule and greet office visitors, respond to and direct phone calls and oversee distribution of department/Institute correspondence according to established procedures.

Qualifications

• Bachelor's degree required
• Minimum of five (5) years’ experience providing administrative support required.
• Administrative support experience in a healthcare/academic setting preferred.
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills