Executive Assistant

University of Missouri School of Medicine Department of Ellis Fischel Cancer Center

At Ellis Fischel Cancer Center, the Executive Assistant will report to Research Administration and work closely with the center Director and Associate Directors. Under general supervision, the Executive Assistant will work independently in performing daily responsibilities, communicate effectively with the team when roadblocks exist, assist in developing solutions, and conduct daily operational work to ensure that the overall project goals and deliverables are met. Excellent communication and organizational skills, attention to detail, and ability to produce high-quality work within a collaborative team are critical to this position. This position will work on-site.

The Executive Assistant will perform some or all the job duties listed below:

Supports Cancer Center leadership with daily coordination, and problem-solving, within the administrative office; completes clerical tasks; coordinates calendars & meetings, attends leadership meetings and takes detailed meeting minutes, stores data in an appropriate filing system, anticipates needs, communicates with leaders and team members daily.

*Provides administrative support, most often involving highly confidential and/or sensitive materials and situations. Staff various meetings, creates summary reports, and prepares for distribution. Takes minutes and records progress towards strategic plan components. Prepares executive level correspondence, reports, and other materials from rough draft or dictation. Composes letters involving routine matters, acknowledgements, and other subjects.

*Welcome guests, receives and responds to incoming calls/emails in a courteous and authoritative manner; determine needs, redirects to others as appropriate; manages calendar and schedules appointments, determines leaders' availability for discussions, and follows up to ensure timely response. Maintains resource accounts and ensures timely responses.

Makes all travel arrangements and reservations. Prepares and distributes itineraries for travelers. Escorts guests to appointments. Monitors virtual presentations for questions and provides reminders during speaker presentations. Reserves and sets up event rooms and ensures delivery of ordered items. Ensures tech support is available and speakers are ready to present.

Assists in preparing the leaders for meetings. Anticipates information needs such as including itineraries, supporting documents, and materials; prepares relevant reports and arranges information in folders. Briefs leaders prior to meetings by creating executive level meeting invitations, including the purpose and requestor of meeting, includes relevant prior meeting minutes.

Reviews job applications, reviews time records, and submits for approval. Completes orientation of newly hired administrative staff members, finds, and circulates activities for administrative career development. Supervises summer interns.

Procures and manages supplies to ensure cost-conscious, uninterrupted, and high-quality service delivery. Submits purchase orders and completes expense reports. Sets up delegate access for Cancer Center reimbursements. Completes journal entries and corrections, as needed.

Represents oneself as an ambassador for the Cancer Center. Follows office policies and procedures, and ensures professional communication and coordination with other campuses, departments, staff, students, and faculty. Supports the administrative team, as needed.

Assists with events, as needed, hosted by the Cancer Center. Creates and sends flyers, emails, and announcements to faculty, staff, and students. Assists with planning, set up, and take down of events. Participates in day of event activities and problem-solving. Creates opportunities for positive staff and faculty engagement.

Engages in personal and professional development activities including both hard skills and soft skills. Anticipation, time-management, communication, and critical thinking skills are paramount for this position.

Other duties as assigned.

Monday - Friday, 8:00 a.m. to 5:00 p.m.

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary.

Strong Microsoft Office Suite skills. Prefer three years of administrative support experience in healthcare or academia.

Hiring Range: $19.00 - $26.00
Grade: GGS-008
University Title: EXECUTIVE ASSISTANT
Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

In addition to filling out an online application please provide a Cover Letter and Resume.

Columbia offers small-town friendliness with big city features and a high quality of life for people of all ages and interests. Founded on education and known as an ideal college town, its location also makes it an attractive spot for businesses and travelers. Located on Interstate 70 and U.S. Highway 63, Columbia is right in the middle of the state and the nation. Just a couple hours' drive from St. Louis and Kansas City, Columbia is Boone County's largest population center offering big-city culture, activities, and resources with a low cost of living. Columbia is home to a variety of restaurants and entertainment venues and hosts more than a dozen festivals each year. If you want to grow your career, continue your education, raise a family, and retire, Columbia is a good place to be!

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.