Executive Assistant to the COO of UAB Health System
Birmingham, AL Birmingham, AL Estimated:
$49.
7K - $62.
9K a year Estimated:
$49.
7K - $62.
9K a year 20 hours ago 20 hours ago 20 hours ago Description Compensation:
$63,875 - $103,800/annual Benefits available for eligible positions include:
100% tuition assistance, wellness initiatives, generous paid time off, paid parental leave, Public Service Loan Forgiveness Program eligible employer, plus more.
In addition to our many benefits and perks, UAB Medicine provides a variety of resources to support employees both personally and professionally.
Hybrid Opportunity:
UAB Medicine supports work/life balance and hybrid options may be available.
Work with the Best at UAB Medicine:
UAB Medicine is Alabama's largest single-site employer and operates over 1,200 beds and over 200 clinics in Birmingham, Alabama.
When you become part of UAB Medicine, you join a nationally ranked academic medical center committed to education and advancing medical science through research.
U.
S.
News & World Report's Best Hospitals, #1 in Alabama America's No.
1 Best Large Employer, Forbes, 2021 Level I Trauma Center NCI-Designated Comprehensive Cancer Center, Comprehensive Transplant Institute, Comprehensive Stroke Center Our success in patient care, innovation, and education is a direct result of our supportive and inclusive culture.
Whether you are looking to start your career, fast-track your development, or diversify your skills, UAB Medicine offers avenues for advancement that other employers cannot match.
JOB
Summary:
This position serves as the Executive Assistant to the Chief Operating Officer (COO) of UAB Health System.
.
The Executive Assistant handles a wide range of administrative and executive support related tasks.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
This position is distinguished from other administrative support classes in that the position provides highly sensitive support to the Chief Operating Officer (COO).
Responsibilities require the exercise of independent judgment with little or no supervision and knowledge of the specific area of assignment and of overall UAB Health System activities.
KEY JOB
Responsibilities:
Responsibility Number 1 Schedule large volume of meetings that include President/CPE and other key leaders of the HSF, Health System, Hospital, and School of Medicine Schedules meetings in a timely manner.
Prepares for meetings by preparing agendas, sending meeting reminder notices, confirming attendees, arranging for catering, and confirming set up of necessary equipment/supplies.
May attend some meetings as required.
Prepares and distributes meeting minutes as needed.
Performs set up for routine annual meetings each year no later than December for following year.
Makes arrangements for vendors when making on-site presentations/demonstrations/visits.
Responsibility Number 2 Coordinate special events/projects as needed Arranges complex and detailed travel plans and itineraries; compiles documents for travel-related purposes.
Prepares and submits expense reports and requests for reimbursement.
Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling the event budget.
Schedules audio conferences, teleconferences, web-X conferences, go to meetings and seminars.
Responsibility Number 3 Draft correspondence as needed Responsibility Number 4 Executive Policy Council (EPC) Coordinate and attend monthly Council meetings Compile and distribute meeting agenda and presentations Responsibility Number 5 Liaison to HSF Board of Directors Coordinate, prepare and attend quarterly Board meetings Compile, distribute and publish (in Directorpoint) meeting materials Assemble Conflict of Interest disclosure forms for all Board members and key personnel annually Communicate with Board members and/or assistants as needed Responsibility Number 6 General Endowment Fund (GEF) Oversee grant application submission process Oversee progress report submission process Organize annual meeting of the HSF GEF Committee with the Review Group Chairs Generate meeting minutes for approval and submit funding recommendations to the Board for approval Responsibility Number 7 Other duties as assigned.
Qualifications EDUCATION AND
Experience:
Required:
High school diploma and a minimum of seven years progressive administrative responsibility, office management or secretarial experience.
Advanced proficiency in a variety of computer software applications such as Microsoft Office applications (including Word, PowerPoint, Outlook and Excel).
Preferred:
Bachelor's degree and prior experience at an executive level.
Primary Location:
UAB Health System Job Category:
Clerical & Administrative Organization:
690000000 Office of Executive Director Health System Employee Status:
Regular Shift:
Day/1st Shift Schedules meetings in a timely manner.
Prepares for meetings by preparing agendas, sending meeting reminder notices, confirming attendees, arranging for catering, and confirming set up of necessary equipment/supplies.
May attend some meetings as required.
Prepares and distributes meeting minutes as needed.
Performs set up for routine annual meetings each year no later than December for following year.
Makes arrangements for vendors when making on-site presentations/demonstrations/visits.
Arranges complex and detailed travel plans and itineraries; compiles documents for travel-related purposes.
Prepares and submits expense reports and requests for reimbursement.
Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling the event budget.
Schedules audio conferences, teleconferences, web-X conferences, go to meetings and seminars.
Coordinate and attend monthly Council meetings Compile and distribute meeting agenda and presentations Coordinate, prepare and attend quarterly Board meetings Compile, distribute and publish (in Directorpoint) meeting materials Assemble Conflict of Interest disclosure forms for all Board members and key personnel annually Communicate with Board members and/or assistants as needed Oversee grant application submission process Oversee progress report submission process Organize annual meeting of the HSF GEF Committee with the Review Group Chairs Generate meeting minutes for approval and submit funding recommendations to the Board for approval.
Estimated Salary: $20 to $28 per hour based on qualifications.
$49.
7K - $62.
9K a year Estimated:
$49.
7K - $62.
9K a year 20 hours ago 20 hours ago 20 hours ago Description Compensation:
$63,875 - $103,800/annual Benefits available for eligible positions include:
100% tuition assistance, wellness initiatives, generous paid time off, paid parental leave, Public Service Loan Forgiveness Program eligible employer, plus more.
In addition to our many benefits and perks, UAB Medicine provides a variety of resources to support employees both personally and professionally.
Hybrid Opportunity:
UAB Medicine supports work/life balance and hybrid options may be available.
Work with the Best at UAB Medicine:
UAB Medicine is Alabama's largest single-site employer and operates over 1,200 beds and over 200 clinics in Birmingham, Alabama.
When you become part of UAB Medicine, you join a nationally ranked academic medical center committed to education and advancing medical science through research.
U.
S.
News & World Report's Best Hospitals, #1 in Alabama America's No.
1 Best Large Employer, Forbes, 2021 Level I Trauma Center NCI-Designated Comprehensive Cancer Center, Comprehensive Transplant Institute, Comprehensive Stroke Center Our success in patient care, innovation, and education is a direct result of our supportive and inclusive culture.
Whether you are looking to start your career, fast-track your development, or diversify your skills, UAB Medicine offers avenues for advancement that other employers cannot match.
JOB
Summary:
This position serves as the Executive Assistant to the Chief Operating Officer (COO) of UAB Health System.
.
The Executive Assistant handles a wide range of administrative and executive support related tasks.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
This position is distinguished from other administrative support classes in that the position provides highly sensitive support to the Chief Operating Officer (COO).
Responsibilities require the exercise of independent judgment with little or no supervision and knowledge of the specific area of assignment and of overall UAB Health System activities.
KEY JOB
Responsibilities:
Responsibility Number 1 Schedule large volume of meetings that include President/CPE and other key leaders of the HSF, Health System, Hospital, and School of Medicine Schedules meetings in a timely manner.
Prepares for meetings by preparing agendas, sending meeting reminder notices, confirming attendees, arranging for catering, and confirming set up of necessary equipment/supplies.
May attend some meetings as required.
Prepares and distributes meeting minutes as needed.
Performs set up for routine annual meetings each year no later than December for following year.
Makes arrangements for vendors when making on-site presentations/demonstrations/visits.
Responsibility Number 2 Coordinate special events/projects as needed Arranges complex and detailed travel plans and itineraries; compiles documents for travel-related purposes.
Prepares and submits expense reports and requests for reimbursement.
Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling the event budget.
Schedules audio conferences, teleconferences, web-X conferences, go to meetings and seminars.
Responsibility Number 3 Draft correspondence as needed Responsibility Number 4 Executive Policy Council (EPC) Coordinate and attend monthly Council meetings Compile and distribute meeting agenda and presentations Responsibility Number 5 Liaison to HSF Board of Directors Coordinate, prepare and attend quarterly Board meetings Compile, distribute and publish (in Directorpoint) meeting materials Assemble Conflict of Interest disclosure forms for all Board members and key personnel annually Communicate with Board members and/or assistants as needed Responsibility Number 6 General Endowment Fund (GEF) Oversee grant application submission process Oversee progress report submission process Organize annual meeting of the HSF GEF Committee with the Review Group Chairs Generate meeting minutes for approval and submit funding recommendations to the Board for approval Responsibility Number 7 Other duties as assigned.
Qualifications EDUCATION AND
Experience:
Required:
High school diploma and a minimum of seven years progressive administrative responsibility, office management or secretarial experience.
Advanced proficiency in a variety of computer software applications such as Microsoft Office applications (including Word, PowerPoint, Outlook and Excel).
Preferred:
Bachelor's degree and prior experience at an executive level.
Primary Location:
UAB Health System Job Category:
Clerical & Administrative Organization:
690000000 Office of Executive Director Health System Employee Status:
Regular Shift:
Day/1st Shift Schedules meetings in a timely manner.
Prepares for meetings by preparing agendas, sending meeting reminder notices, confirming attendees, arranging for catering, and confirming set up of necessary equipment/supplies.
May attend some meetings as required.
Prepares and distributes meeting minutes as needed.
Performs set up for routine annual meetings each year no later than December for following year.
Makes arrangements for vendors when making on-site presentations/demonstrations/visits.
Arranges complex and detailed travel plans and itineraries; compiles documents for travel-related purposes.
Prepares and submits expense reports and requests for reimbursement.
Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling the event budget.
Schedules audio conferences, teleconferences, web-X conferences, go to meetings and seminars.
Coordinate and attend monthly Council meetings Compile and distribute meeting agenda and presentations Coordinate, prepare and attend quarterly Board meetings Compile, distribute and publish (in Directorpoint) meeting materials Assemble Conflict of Interest disclosure forms for all Board members and key personnel annually Communicate with Board members and/or assistants as needed Oversee grant application submission process Oversee progress report submission process Organize annual meeting of the HSF GEF Committee with the Review Group Chairs Generate meeting minutes for approval and submit funding recommendations to the Board for approval.
Estimated Salary: $20 to $28 per hour based on qualifications.
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