Executive Assistant

Job Summary:

The Department of Environmental Health is seeking an experienced administrative professional to provide high-level administrative and logistical support to the Department Chair and to the department at large in support of the active and complex operations of the Department of Environmental Health. Reporting to the department’s Director of Administration, this position serves as a principal point of contact for the Chair’s office. This is a fast-paced role in a high-volume office. The successful candidate will manage multiple competing demands at once, prioritize independently, think critically, and solve problems with limited direction. The department has approximately 350 affiliated members, including faculty, researchers, students, and staff. 

Job-Specific Responsibilities:

Duties and responsibilities include, but are not limited to, the following:

• Draft, edit, and process a wide variety of written materials, including letters/correspondence, manuscripts, CVs, biosketches, bibliographies, communications, course materials, and PowerPoint presentations for the Chair or Director of Administration, as assigned, including copy for publication and for grant proposals and reports

• Support the chair’s teaching and research activities, manage a complex calendar, research and assemble briefing information for meetings, prepare meeting summaries and related materials, and facilitate teleconferencing as needed

• Triage requests and inquiries and respond to routine inquiries on the Chair’s behalf

• Develop and maintain methods for organization of information, including files, databases, and distribution lists; establish and document office procedures for the Chair’s office and interpret and communicate department and University policies and processes

• Create systematic processes for tracking correspondence and the status of requests and responses

• Coordinate domestic and international travel, including conducting necessary research, providing documentation, and creating detailed itineraries

• Manage local financial transactions, including the Chair’s reimbursements, corporate card expenditures, purchasing, etc.

• Assist in special projects and event planning, namely special seminars and colloquia series, and other department engagement events

• Partner with other core staff to coordinate administrative activities and promote efficient operations

• Working closely with the Director of Administration, support administrative processes relative to faculty reappointment and promotion reviews

• Serve as a principal administrative contact and liaison for the Chair’s office with University constituents and external contacts

• Coordinate logistics for faculty meetings and other department-wide efforts, including agendas, materials, and follow-up on action items

• Purchase and maintain inventory of office supplies; track and reconcile related expenditures

• May assist in training, scheduling, and distributing the work of temporary staff, casuals, or students

• Other duties as assigned