Address
Form of workUH 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.
This position enhances the effectiveness of the UHV leadership team by providing assistance, information management support and representing the executives to both internal and external audiences. This individual handles and recommends disposition of a variety of important and highly confidential administrative matters.
Facilitates communication with and for the executive; answers phones, greets visitors, establishes warmth and credibility, acts as point of contact between executive and employees/clients
Monitor the following: (a) Executive's calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the Executive on an ongoing basis (b) preparation for events, board meetings, etc. (c) travel arrangements for all trips including itineraries and information as to where and how the Executive may be contacted.
Access various platforms (Oracle; Sophia, etc) in order to onboard new vendors; conduct activities like sanction checks & W9 verifications.
In partnership with UH Legal, prepare and track all NDA submissions, and related correspondence.
Prepare and manage the invoice processing related to outside vendors and partner with accounts payable to track accuracy and timely disposition.
Reviews incoming internal and external mail; determines the significance and plans their appropriate distribution.
Monitor emails for urgency - print, respond and/or prepare background info for more efficient response from as directed or requested.
Prepare/update PowerPoint presentations
Assist in preparation/revisions of speeches/remarks. Gather background information when necessary for Board, Committee meetings, and other events.
Manages administrative projects and duties as may be necessary.
Responsible for composing drafts and/or final copies of correspondence for signature; research, coordinate data and prepare reports; transcribe dictation. Maintain and establish all 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.
Lead Assistant of senior leadership's reports which includes coordinating PTO requests to ensure adequate coverage, helping to resolve or advise on minor issues, oversee projects that cross senior leaders, etc.
Prepare agendas, minutes, reports and materials as requested.
Process payroll for leadership team.
Education:
Associates degree required, Bachelor's degree preferred
Experience & Knowledge:
Minimum 5 years' experience in an Executive Administrative Assistant role. Knowledge of policies and the organization structure. Exceptional typing, dictation and Microsoft office skills required. Strong organizational, interpersonal and oral and written communication skills required to deal tactfully with all levels of management both within and outside the organization. Ability to handle confidential information at all times.
Required Credentials, License, and / or Certifications
Candidate will be required to become a Certified Contract Officer within a reasonable time frame post onboarding.
Special Skills & Equipment Knowledge:
Ability to complete tasks with minimal supervision and with a proactive approach
Ability to adjust to varying workloads & prioritize work
This role encounters Protected Health Information (PHI) as part of regular responsibilities. UH employees must abide by all requirements to safely and securely maintain 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.
