Description
A Brief Overview
This position enhances the effectiveness of an executive by providing assistance, information management support and representing the executive to others. This individual handles and recommends disposition of a variety of important and highly confidential administrative matters. This position will support both the Veale Healthcare Transformation Institute and UH Ventures.
Veale Healthcare Transformation Institute Overview
The Veal Healthcare Transformation Institute is a first-of-its-kind model that aspires to transform healthcare organizations into dramatically safer, far more cost-effective systems. With a $21 million in venture philanthropy from the Veale Foundation, the Institute aims to return over $300 million in value by addressing healthcare’s highest value problems. We are a team of strategists, designers, clinicians, and technologists, working in close collaboration with UH Ventures, the Office of Strategy & Innovation, the Office of Clinical Transformation, and the Department of Operational Effectiveness.
UH Ventures Overview
UH Ventures (UHV) – the innovation and commercialization arm of University Hospitals (UH) – develops innovative new business models, products, solutions, and companies that leverage existing UH capabilities to benefit patients/consumers and develop new revenue for the hospital system. UHV is an entrepreneurial and intrapreneurial engine that guides the organization’s effort to expand its care delivery enterprise through the optimization of high performing assets and through establishing novel and innovative growth channels.
Structurally, the Veale Institute reports directly into the Chief Quality and Clinical Transformation Officer and indirectly (“dotted line”) into Ventures, which reports directly to the Chief Strategy, Innovation & Marketing Officer. Day to day, Ventures and the Veale Institute collaborate and support each other on a wide range of projects.
What You Will Do
• Facilitate communication with and for executives and teams; answer phones, greet visitors, establish warmth and credibility, act as point of contact between executives and employees/clients.
• Schedule and coordinate meeting logistics and preparation for internal and external meetings
• Schedule and coordinate travel arrangements for all trips including itineraries, information as to where and how executives may be contacted, and expense reporting post-trip.
• Access various platforms (Oracle, Markview SSI, OnBase, etc) to onboard new vendors; input time reporting for the team (i.e. badge swipes, PTO); process expense reporting; conduct activities like sanction checks & W9 verifications, and invoice processing.
• In partnership with UH Legal, prepare and track all NDA submissions, and related correspondence. This includes sending executives reminders of when NDAs are about to expire (and may need renewal).
• Prepare and manage the invoice processing related to outside vendors and partner with the Veale and UHV program leaders and accounts payable to track accuracy and timely disposition.
• Review incoming internal and external hardcopy mail; determine the significance and plans their appropriate distribution.
• Help with preparation, logistics, and clean-up of formal events (e.g., board meetings, innovation events) that may be at a UH campus or at another location with a collaborating organization or institution.
• Manage administrative projects and duties as may be necessary.
• Maintain and establish confidential records and files. Organize and update the storage and disposal of all confidential materials.
• Maintain and submit miscellaneous monthly invoices/statements for reimbursement when requested.
• Evaluate and direct to appropriate leader complaints that are received either by written correspondence or phone call. Determine appropriate individuals to forward to but also give to Executive for their review.
• Field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the Executive; and complete other duties as assigned.
Additional Responsibilities
• Performs other duties as assigned.
• Complies with all policies and standards.
• For specific duties and responsibilities, refer to documentation provided by the department during orientation.
• Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients. Annual training, the UH Code of Conduct and UH policies and procedures are in place to address appropriate use of PHI in the workplace.
Qualifications
Education Qualifications
• Associate’s Degree (Preferred)
• Bachelor’s Degree (Preferred)
Experience Qualifications
• 5+ years of experience in an Executive Administrative Assistant role or customer service environment. (Required)
Skills and Abilities
• Knowledge of policies and the organization structure. (Required proficiency)
• Exceptional typing, dictation and Microsoft office skills. (Required proficiency
• Strong organizational, interpersonal and oral and written communication skills to deal tactfully with all levels of management both within and outside the organization. (Required proficiency)
• Ability to handle confidential information at all times. (Required proficiency)
• Ability to complete tasks with minimal supervision and with a proactive approach (Required proficiency)
• Ability to adjust to varying workloads & prioritize work. (Required proficiency)
Physical Demands
• Standing – Occasionally
• Walking – Occasionally
• Sitting – Constantly
• Lifting – Rarely (up to 20 lbs)
• Carrying – Rarely (up to 20 lbs)
• Pushing – Rarely (up to 20 lbs)
• Pulling – Rarely (up to 20 lbs)
• Climbing – Rarely (up to 20 lbs)
• Balancing – Rarely
• Stooping – Rarely
• Kneeling – Rarely
• Crouching – Rarely
• Crawling – Rarely
• Reaching – Rarely
• Handling – Occasionally
• Grasping – Occasionally
• Feeling – Rarely
• Talking – Constantly
• Hearing – Constantly
• Repetitive Motions – Frequently
• Eye/Hand/Foot Coordination – Frequently
