Assistant to the Chair- TULSA (Medical Informatics)

Assistant to the Chair- Medical Informatics

Position Information:

To plan, organize, coordinate, and control all administrative and operational procedures, activities, and documentation, including conferences.

Essential Duties:

• Performs complex administrative duties for the Department Chair.  
• Directs and coordinates daily operations of the office or program by serving as a staff and resource person.  
• Acts as a liaison with internal and external agencies, compiles data, statistics, and other information.  
• Plans events and special projects.       
• Provides administrative assistance to the Chair, to include but not limited to, making travel arrangements, submitting reimbursement documents, maintaining a calendar, setting up meetings and appointments, ordering and tracking supplies, and resolving departmental problems as they arise.  
• Manages the daily operations of the office or program.  
• Assists with the hiring and termination of office staff.  
• May delegate tasks and acts as the lead employee.       
• Acts as the liaison between the Department and other campus departments, faculty, staff, and business and; or government entities.        
• Prepares monthly reports for balanced accounts, verification reports, and management reports and   distributes to appropriate personnel.  
• May assist with other reports for the Chair.     
• Compiles data, statistics, and other information.        
• Coordinates and carries out projects or assignments requiring initiative, independent action, and specialized knowledge or expertise.   
• May include event planning, producing in-house publications, and planning public relations functions.       
• Provides information or counseling to students, employees, or the outside public.
• Independently responds to a variety of surveys, questionnaires, and other requests for information.     
• Analyzes a variety of problems and carries out special assignments to solve those problems.       
• Performs various duties as needed to successfully fulfill the function of the position.

Working Conditions Detail:

• Physical: Sit for prolonged periods.  Communicate effectively and listens.  Use of a computer and calculator.  Standing, stooping, bending, and reaching. 
• Environmental: Standard office environment. 

Education:

• Required:  Bachelor’s degree in Business, Psychology, Education, or related field.
• Equivalency; Substitution:  Will accept 48 months related experience in lieu of the Bachelor’s degree for a total of 108 months experience.

Experience:

• Required:  60 months administrative assistance or managing an office or program experience to a Chair, Department Head, Executive Director, or other leadership role.

Knowledge, Skills & Abilities:

• Demonstrated proficiency with Microsoft Office Suite, internet browsers, and Adobe Acrobat Pro       
• Demonstrated ability in document preparation and proof reading       
• Excellent interpersonal skills       
• Ability to work independently and as a team player       
• Ability to complete tasks in an efficient and timely manner      
• Must be detail oriented      
• Ability to multitask, be organized, and self-motivated      
• Ability to work in stressful situations and within deadlines      
• Ability to communicate verbally and in writing