Provides high-level administrative assistance and office support to three Vice Chairs within the department including Vice Chair of Clinical Operations, Vice Chair of Academic Affairs and Vice Chair of Education.
Independently coordinates schedules, prepares correspondence, and works to collaboratively and cohesively bring department business initiatives together.
Primary Duties & Responsibilities
Anticipates and prepares materials needed by the Vice Chairs for conferences, meetings, appointment and telephone calls and/or e-mails. Assists Vice Chairs with administrative details of confidential situations.Â Administers/prepares reports, minutes, correspondence, lectures and administrative.Â May prepare budgets related to events including space considerations, past requirements and expenditures.Â Collaborates with finance to verify expenditures and to ensure compliance with University policies and procedures.Â
Acts as a liaison and project coordinator for national and regional conferences, as well as visitors/faculty recruits. Compiles data and information in appropriate formats.Â Coordinates other special projects as assigned, including high-level clinical and administrative projects as assigned. Coordinates schedule availability to optimize accessibility and productivity of the Vice Chairs for Divisional, Departmental, Medical School, Hospital, BJC, and national responsibilities.
Prepares special reports, summaries or replies to inquiries. Designs slides, figures and tables for presentations at local and national meetings and for publications using PowerPoint, Visio or other required software.Â Uses web based video technology to prepare presentations, independently preparing professional materials capable of going from design to distribution with minimal oversight.
Utilizes the WUSM CV and CEP formatting software and can effectively train others in its use.Â Provides oversight and instructional advice to other administrative staff on how to successfully assist in the preparation and data gathering for completion of documents.
Independently drafts correspondence, including policies and procedures as directed by the Vice Chairs.Â Makes decisions about presentation materials and most effective methods for developing, distributing and maintaining documents.Â May be asked to present materials in certain venues.Â Identifies problems in workflows, reports and data and brings meaningful solutions to the forefront.
Compiles data and information for faculty searches overseen by Vice Chairs. Creates job advertisements and other publicity material to attract faculty candidates to the department. Utilizes advertisements, physician databases, and fellowship program networks to locate potential candidates. Works with Division Directors and Vice Chairs to prescreen candidates and coordinate candidate visits and travel.Â Develops routine recruitment and staffing reports for budget and scheduling purposes. Assists new faculty in all aspects of orientation and relocation in coordination with the finance and credentialing teams.
Coordinates all levels of administration inclusive of business with senior administrative leadership at partnering hospitals, WUSM leadership and other departments as well as community-based partners.Â Prepares all related materials, anticipates needs of Vice Chairs in advance to ensure highest quality clinical and educational services for our patients and trainees while also optimizing faculty resources.
Creates, edits and publishes routine financial reports as requested.Â Effectively presents financial data and ensures accuracy of reports related to physician productivity, Epic data, MyDay data and other data sources in coordination with the Director, Business Operations and the Executive Director of the Department.Â
Five to ten years of experience in healthcare setting.
Experience in development and documentation of operating and administrative policies and procedures.
Excellent oral and written communication skills.
Strong critical thinking, problem solving and attentiveness to detail.
Basic knowledge of accounting principles and procedures.
Strong organizational skills.
Ability to anticipate needs and exercise initiative in all aspects of office administration.
Ability to handle multiple situations with tact maintaining excellent customer service.
Ability to use discretion and independent judgment, work under pressure and adhere to short deadlines.
Ability to analyze problems and develop creative solutions in a wide variety of situations.
Ability to function independently in a professional and confidential manner.Â
Independent learner with highest regard for confidentiality, honesty and willingness to ask difficult questions.
Bachelorâ™s degree or equivalent experience of five or more years in a business or health-related field.
$49,000.00 - $83,800.00 / AnnuallyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
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Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.