Job Description

*National Jewish Health - Main Campus · Medicine - Administration
Denver, CO
Administrative
Full Time (40 hours per week), Day Shift, 8am - 5pm
Posted 03/22/2018
Req # 11352
Some call it a career. For us it’s a calling.
 
National Jewish Health is currently seeking an Executive Assistant to the Chair to join our dynamic and fast paced Department of Medicine. Qualified candidates will be motivated by: the smallest detail being executed to perfection; effectively juggling multiple priorities through to completion; and successfully anticipating the needs of the Chair. Our team is comprised of individuals who are committed to making a difference to change the lives of patients worldwide.
 
As the Executive Assistant to the Chair, this position is integral to the operational success of the Department of Medicine. The incumbent will provide senior level administrative support and act as a professional liaison between internal and external parties and stakeholders. The ideal candidate will be able to preserve confidentiality of all materials handled and will maintain smooth operation of the office when the executive is unavailable by using initiative and judgement to see the matters requiring attention are handled in a manner so as to minimize the effect of the executive’s absence.
 
As the leading respiratory hospital in the nation, National Jewish Health is pioneering a new era of preventive and personalized medicine. By combining our efforts in comprehensive care, academic education and ground-breaking research, we're able to develop treatments that help our patients live more productive lives.
General Summary
Provides advanced-level support to the Chair, Division Chiefs, and Directors.  Serves as a liaison to various internal and external customers. Assists with the preparation and development of grants. 
Essential Responsibilities
1. Provides senior level support to the Chair of the Department. Uses independent judgment in composing and/or drafting correspondence for the Chair of the Department. Independently responds to correspondence related to Department Chair issues, i.e., initiates phone discussions, and written communication.
2. Attends Department Faculty meetings, takes attendance, drafts minutes, and ensures compliance with Joint Commission on Accreditation of Healthcare Organizations requirements.
3. Creates graphics from various computer software programs for publication for the Chair and provides technical/graphic support for various other faculty members when needed.
4. Tracks faculty promotions and periodic reviews for the Department of Medicine. Notifies Division Heads to ensure that promotions and reviews are completed on a timely basis.  Drafts letters for faculty promotions at National Jewish and for the University of Denver Colorado Denver.  
5. Types grant proposals, manuscripts, scientific papers, correspondence, memos, speeches, from recorded tapes and handwritten drafts.  Formats documents using Microsoft Word, Excel, and Power Point.  Proofreads and edits documents, correcting spelling and grammar.  Writes correspondence on behalf of the Chair and other faculty members, directors, and others.
6. Downloads instructions for grant applications from the National Institutes of Health (NIH) website as well as the websites of other public and private funding sources.  Reads and interprets these instructions for the Chair and other faculty members. 
7. Plans and coordinates preparation of grant applications for NIH, other federal agencies, private foundations, and pharmaceutical companies. Ensures that the most recent grant forms are utilized for grant submissions.  Ensures that grant application forms are filled out correctly and submitted prior to deadlines.
8. Obtains information required to complete various sections of grant applications.  Uses bibliography management software to enter, format, and sort references.  Works with division and program administrators as well as Research Administration staff to develop and finalize grant budgets.  
9. Uses electronic submission software for electronic grant submissions.  Assists the Chair and other faculty members with the use of the software for the scientific portions of grants.  Works with Research Administration to ensure that grants are submitted correctly and are accepted by the NIH.  Troubleshoots any problems with electronic grant submissions. 
10. Completes Internal Grant Review (IGR) forms for the Chair and other faculty members and principal investigators.  Routes grant applications for internal approvals for human subjects, animal subjects, and biohazards.  Routes IGR forms to Department Director, Chair, and Research Administration for approval.
11. Sends out clinical earnings reports, clinical update reports and research update reports on a monthly basis and maintains files for these.   
12. Sets up and maintains MOD, Code Lead, and various on call schedules within the Department of Medicine.
13. Makes travel arrangements, which may include arranging travel itineraries and making transportation and hotel reservations. Completes Prior Approval to Travel forms, estimating the cost of most trips.  Completes travel expense vouchers for reimbursement.  Informs the Chair, faculty members, and travelers about Institutional travel policies.  
14. Maintains Chair’s calendar as well as the Department Directors’.
15. Responsible for setting up meetings, conferences, seminars, dinners or special programs.   
16. Orders supplies from various internal and/or external sources. Operates office equipment such as copiers, fax machines, computers, and printers.  Replaces cartridges, troubleshoots problems, and calls service when needed.  
17. Answers, screens, and routes phone calls for the Office of the Chair and other Directors’. Duplicates documents, processes and distributes mail.  Sets up and maintains filing systems which includes faculty files for the Department of Medicine.
18. Performs all other duties as assigned.
General Responsibilities
1. Performs, as directed, safety compliance and uses Personal Protective Equipment (PPE), as needed.
2. Participates in Quality Assessment (QA) and Quality Improvement (QI) programs, as directed.
3. Ensures compliance with The Joint Commission and all other Federal, State and Regulatory Agencies.
4. Responds promptly and sincerely to customer’s needs, requests and concerns via all communication forms using easily understood language and refraining from using inappropriate language and non-verbal gestures.
5. Maintains positive working relationships as a team player through problem solving issues, speaking positively about others, listening attentively and observing the Patient Bill of Rights and Confidentiality.
6. Increases customer service knowledge, skill and ability by participating in department and institution-wide specific programs.
7. Incorporates National Jewish’s identity (Science Transforming Life®) into daily functions.  Speaks positively about the institution, provides customers with prompt service, maintains a clean and safe working environment, dresses appropriately based upon National Jewish safety standards, and departmental policies and wears an ID badge visibly.
Knowledge and Skills
Demonstrated advanced skills & experience: using a PC or Mac including the Microsoft Office Suite, (Word, Excel, Power Point), EndNote Bibliography Software, typing, excellent written and verbal communication, attention to detail, ability to understand and interpret policies and procedures, grant application guidelines, problem solving, organization, multi-tasking, general office equipment troubleshooting, and time management. 
Education 
Associates Degree required.  
Certification and Licensure
None
Work Experience
A minimum of (4) four years recent and related administrative assistant experience, with at least two (2) years administrative experience at the senior level required.
- or - Any equivalent combination of Education and/or Experience  
Working Conditions
Position is an office environment.  Frequent requirements may include: sitting for extended periods, entering and manipulating data on a workstation computer and participating in team/executive meetings.  Approximately 75% of daily responsibilities will be working both one-on-one and in teams with other personnel and extended one-on-one contact in a quiet environment where hearing and listening is paramount.  Must possess the ability to communicate by observation, verbal, written and listening; standing; walking; climbing stairs; stooping to remove/replace files; good hand-eye coordination; lifting, pulling, pushing, and upper body twisting while handling supplies and equipment; sitting while completing paperwork; using keyboard for PC and word processing needs.  Occasional requirements may include: stand, walk, use hands to manipulate, handle or feel objects, tools, or controls, reach with hands and arms, stoop, kneel, and lift/move up to 25 pounds.  Incumbent may be scheduled to work an alternate schedule to accommodate essential business needs routine travel by foot or automobile to alternate work/meeting locations, possibly during inclement weather.
Environmental Conditions
No environmental conditions indicated.  Professional office environment with time of each day spent in interaction with management/staff, in addition to planning and working autonomously. Requires teamwork and the ability to handle multiple interruptions; frequently fast-paced; high-pressure; occasionally variable-paced; variable pressure.  Personal Protective Equipment (PPE) will be provided to each employee when needed as determined by policy.  Utilization of PPE is mandatory. Estimated 1500 employees in the worksite.
Management/Supervisory Responsibilities
None

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