Executive Assistant

Howard University; College (AK); On-site; USD 80,000 - 85,000; Full time

Benefits offered by this job

Health insurance

PTO

403(b) match

Tuition reimbursement

Professional development

Commuter benefits

Vibrant company culture

Job summary

Howard University is seeking an Executive Assistant to support the Chair of the Ophthalmology Department. The role provides advanced administrative and operational support, coordinating academic, clinical, and research activities, and serving as the central liaison with faculty, staff, students, and external partners.

Responsibilities include drafting correspondence, managing communications, scheduling, minutes, event coordination, conference materials, and assisting with budgets, personnel

Qualifications

• High School diploma or GED with 2–4 years general work experience.
• AA/AS may be substituted for 4 years of required work experience.
• BA/BS may be substituted for up to 4 years of work experience.

Responsibilities

• Prepare and write correspondence, manuscripts, reports for the Chair.
• Read emails and coordinate office communications.
• Screen and provide telephone coverage for the Chair and offices.
• Represent the Chair in meetings and arrange department meetings.
• Manage budgets, expenses, and department development projects.

Skills

Office administration

MS Office

Communication

Discretion & confidentiality

Education

High School diploma

BA/BS acceptable in substitution

Tools

MS Word

Excel

PowerPoint

Access

Job description

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff "for fit" makes significant contributions to Howard University's overall mission.

At Howard University, we prioritize well-being and professional growth.

Here is what we offer:

• Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support
• Work-Life Balance: PTO, paid holidays, flexible work arrangements
• Financial Wellness: Competitive salary, 403(b) with company match
• Professional Development: Ongoing training, tuition reimbursement, and career advancement paths
• Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us!

https://hr.howard.edu/benefits-wellness

The purpose of the Executive Assistant position is to perform a variety of advanced/administrative support duties, serving as the primary administrative and operational support for the Chair of the Ophthalmology Department. The Executive Assistant plays a critical role in ensuring the effective coordination of the department's academic, clinical, and research activities. Acting as a central liaison, the Executive Assistant facilitates clear and timely communication between the Chair, faculty, staff, students, and external stakeholders, often handling sensitive or confidential information with the utmost discretion. By combining strong organizational skills, attention to detail, and professional judgment, this position directly contributes to the department's smooth functioning and supports the Chair in advancing the department's academic mission, research goals, and patient care initiatives. This position may be responsible for monitoring budgets and business affairs, personnel matters and interpreting policy and procedures.

Nature and Scope:

Internal contacts may include senior administrators, faculty, physicians, students, and staff. External contacts may include vendors, consultants, and the public.

Principal Accountabilities:

• Compose and prepare correspondence as well as assist in writing and preparation of manuscripts, grants, questionnaires, journal reviews, presentations, reports, letters, and memos for the Chair's review and signature.
• Read all emails and coordinate office communications ensuring openness and accuracy.
• Screen and provide telephone coverage for the Chair, Faculty, and administrative offices.
• Represent the Chair in meetings, take dictation, minutes, notes, and prepare a final copy for review and arrange department meetings.
• Create graphic brochures, posters, signs, labels for conferences, newsletters, invitations, and presentation slides.
• Assist the Chair with activities relating to the College of Medicine, the Hospital, and the University.
• Assist the Chair in the preparation of all faculty and staff evaluations and recommendations.
• Assist with all departmental development projects and continuing medical education conferences.

As an integral part of the Department of Ophthalmology, the principal duties and responsibilities of the Executive Assistant include, but are not limited to:

Human Resources Administrative Responsibilities

• Facilitate and compile New Hire documents.
• Prepare and compile faculty APT appointment/re-appointment documents.
• Maintain Attending Physicians on-call schedule.
• Coordinate physician attendance at community health fairs.
• Submit Attending Physicians leave slips.
• Maintain and distribute Attending Physicians license status.
• Assist and submit Attending Physicians OPPE and FPPE.
• Coordination of Attending and staff performance evaluations
• Submit Attending Physician Clinic and/or Private schedule changes.
• Coordinate Attending Physicians and staff work requests for facility maintenance or housekeeping.

CME Symposia Responsibilities

• Coordinate annual Alumni Symposium, Founders Day, and annual Glaucoma Symposium.
• Arrange guest lecturers' travel.
• Prepare and submit documentation for Continuing Medical Education accreditation symposia.
• Submit Grant applications for annual Alumni Symposium, Founders Day, and annual Glaucoma Symposium.
• Prepare and submit symposium expenses.

Medical Student Clerkship Responsibilities

• Coordinate medical student rotation schedules.
• Assist medical student educator (clerkship director) with completion of medical student evaluations.
• Ophthalmology Honors & Oath recipient: order plaque and submit check request.

General Administrative Responsibilities

• Prepare and assist with the development of department budget and proposals.
• Prepare annual and operational reports for the Chair's approval.
• Schedule meetings for Chair
• Prepare and submit external and internal letters, memos, and/or forms for Attending Physicians.
• Facilitate Attending Physicians and staff computer and printer issues.
• Orders and maintains office supplies
• Submit physician requests for Ophthalmology medical equipment.
• Manage vendor relationships and contracts for hardware, software, equipment, and services.
• Coordination of purchase and maintenance of equipment and licensing agreements

Perform other Job-related Duties As Assigned

Coordinate annual departmental fundraiser.

Core Competencies:

• Advanced knowledge of office and administrative practices and principles.
• Skill in the operation of computers, related software applications (MS Word, Excel, PowerPoint, and Access).
• Ability to problem solve and make decisions.
• Ability to exercise discretion and ensure a high level of confidentiality.
• Ability to communicate effectively orally and in writing with a diverse population.
• The ability to establish and maintain effective harmonious work relations with faculty, physicians, staff, students, and the general public.

Minimum Requirements:

• High School diploma or GED and 2-4 years of general work experience.
• AA/AS may be substituted for 4 years of required work experience.
• BA/BS may be substituted for up to 4 years of work experience.

Compliance Salary Range Disclosure

Compensation Range: $80,000 - $85,000