Executive Assistant to SVP of Finance

Performs varied, complex, and confidential administrative support duties for an executive of the Baylor College of Medicine.


ESSENTIAL FUNCTIONS AND DUTIES.

Performs some or all of the following duties:

* May serve as department or unit administrator.
* Monitors the annual budget for the organizational unit; approves expenditures in SAP up to authorized amount.
* Monitors financial activity of the organizational unit by compiling, reviewing, and reconciling the financial accounts.
* Handles day-to-day operations of the organizational unit, including the purchase of equipment and supplies.
* Manages projects by maintaining Excel spreadsheets which track items to be executed, reviewed, and returned.
* Prepares and compiles SVP, Finance's daily meeting folder with pertinent materials to be reviewed.
* Keeps executive apprised of any/all activities affecting his office during his absence.
* Represents the SVP, Finance on the telephone and through written correspondence while always maintaining a confidential, professional and pleasant demeanor.
* Provides routine administrative assistance to the executive, such as:
* Ability to handle heavy scheduling and calendar such as appointments, meetings, and frequent travel.
* Answering calls.
* Organizes and distributes office mail daily.
* Composes and types correspondence for the SVP, Finance.
* Assists in organizing and coordinating special events for the VPO including working with vendors, compiling RSVP lists, coordinating meeting space, etc.
* Purchases and orders office supplies, office equipment, refreshments and repair services.
* Maintaining department files.
* Sending faxes.
* Pulling files and information needed by the executive while out of town and getting it to him/her via fax, FedEx, etc
* Maintaining all business expenditures for the executive.
* Serves as the record-keeper for Fast Card including reconciliation, compilation and maintaining all records.
* Prepares expense reports for any and all travel reimbursements.
* Originates and processes SAP documents including check requests, cash reimbursements, purchase orders, travel and time-keeping.
* Performs other duties as required.

MINIMUN EDUCATION.

* Required: High School diploma/GED with additional specialized training or some college course work
* Preferred: Associate's degree, or other related post-high school course work.  Bachelor's degree in business administration, finance, management, accounting or a related field, or equivalent work experience

ADDITIONAL INFORMATION.

* Advanced computer skills in MS Office (Word, Excel, PowerPoint, Access, Internet Explorer, Visio).
* Strong organizational skills.
* Must be able to communicate effectively, both orally and in writing. Must be adept at dealing with the public such as handling calls from patients on billing issues.  Must be able to triage incoming calls to the appropriate departments.
* Must be able to deal tactfully and courteously with faculty, staff, and other individuals.
* Requires discretion, confidentiality, and judgment while discussing and preparing information for the SVP of Finance for the Baylor Clinic and Hospital.
* Maintains standards of strict confidentiality with respect to all matters and documents.

OTHER.

* Ability to work 7:30 AM to 5:00 PM daily and the ability to work after regular business hours as needed to finish assignments.

*PLEASE APPLY FOR THIS POSITION DIRECTLY AT www.medschooljobs.org*