Executive Administrator

Versiti is a fusion of donors, scientific curiosity, and precision medicine that recognize the gifts of blood and life are precious. We are home to the world-renowned Blood Research Institute, we enable life saving gifts from our donors, and provide the science behind the medicine through our diagnostic laboratories. Versiti brings together outstanding minds with unparalleled experience in transfusion medicine, transplantation, stem cells and cellular therapies, oncology and genomics, diagnostic lab services, and medical and scientific expertise. This combination of skill and knowledge results in improved patient outcomes, higher quality services and reduced cost of care for hospitals, blood centers, hospital systems, research and educational institutions, and other health care providers. At Versiti, we are passionate about improving the lives of patients and helping our healthcare partners thrive.

Provides high level administrative support functions for the Versiti Executive Vice President (EVP) and Chief Scientific Officer for the Versiti Blood Research Institute (VBRI). In addition, works closely with the Director, VBRI Research Administration, Versiti Executive Leadership Council, and Medical College of Wisconsin (MCW). Provides support as needed to the VBRI Leadership Council. Requires analytical skills, initiative, discretion, and independent judgment with frequent access to confidential and highly complex information. Must have an in-depth understanding of VBRI's policies, procedures and projects in process and may be called upon to interpret and communicate the Executive Vice President's intent to others. Takes ownership of complex tasks related to executing the EVP's vision, handles stress well, and multitasks in a multifaceted environment that features academic, clinical, corporate, and scientific elements. Consistently demonstrates positive disposition, respectful manner, awareness of self and others, and an unwavering commitment to excellence. Must work preemptively, with a high degree of independence with minimal direction/supervision.

Benefits
Versiti provides a comprehensive benefits package based on your job classification. Full-time regular employes are eligible for Medical, Dental, and Vision Plans, Paid Time Off (PTO) and Holidays, Short- and Long-term disability, life insurance, 7% match dollar for dollar 401(k), voluntary programs, discount programs, others.

Performs administrative support functions related to schedules, arranging appointments and logistics for visitors, coordinating travel, conference calls, meetings, and presentations based on EVP personal preferences and work style. This includes scheduling meetings, maintaining calendars, organizing the presentation of meeting materials, etc., and serving as gatekeeper to protect work time.
• Ensures that EVP is briefed and prepared for daily schedules and for any issues that could arise during their scheduled appointments, and that issues are resolved related to meetings and travel arrangements.
• Manages assigned projects and/or supports project work as a member of project teams to ensure continuous process improvement and quality project outcomes.
• Administers the EVP's record keeping system; updates records; ensures executive files are maintained in accordance with Versiti-wide and VBRI's policies and procedures; reviews requests for information and determines the appropriateness of release.
• Represents and supports the EVP's role on local, national, international committees and external boards, interfacing and coordinating meetings with key stakeholders and resolving issues to ensure the EVP's commitments are upheld.
• Acts as a liaison between EVP and Director, Research Administration within the organization and externally as appropriate.
• Schedules and coordinates logistics and materials for executive meetings, both at VBRI and Versiti-wide (across affiliates).
• Drafts agendas and related materials and assures any action items identified in meetings are addressed within required timeframes.
• Takes independent action on handling complex issues or requests to the Executive Office; determines the appropriate course of action and intervenes where necessary using in-depth knowledge of Versiti-wide and VBRI policies and procedures, and projects in progress.
• Coordinates data from a variety of sources for inclusion in Executive Office reports and presentations; performs independent research and prepares information for ad hoc projects as assigned.
• Drafts confidential correspondence, edits documents, and performs other administrative and secretarial duties such as reconciling expense reporting, processing reimbursements, and assessing and triaging phone and email correspondence related to the Executive Office.
• Monitors and evaluates effectiveness of operations and takes appropriate action to resolve recurring problems and improve processes.
• Performs other duties as assigned.
• Performs other duties as assigned
• Complies with all policies and standards

Education

• High School Diploma or equivalent required
• Bachelor's Degree in Business Administration or other relevant field required

Experience

• 4-6 years experience supporting senior level executives in an academic or research environment required
• 4-6 years experience in senior office coordination preferred

Knowledge, Skills and Abilities

• Exceptional interpersonal and customer service skills with a high level of professionalism and the ability to facilitate sensitive work situations involving the Executive Office with tact and diplomacy
• Ability to clearly articulate and execute directives from a variety of sources in keeping with the intent of the EVP and Director, Research Administration
• Ability to work under pressure using sound judgment and exceptional prioritization and problem-solving skills to prioritize and resolve complex issues related to the Executive Office
• Possesses high level organizational skills and attention to detail with the ability to work independently, handling intensive travel (local, national, and international) arrangements, event coordination, scheduling meetings, managing calendars and other logistics for senior management
• Has excellent time management skills
• Ability to preemptively address emerging problems
• Ability to handle highly sensitive documents and information with the utmost discretion and diplomacy as well as exercise absolute discretion when dealing with confidential matters related to the organization
• Exceptional verbal and written communication skills with the ability to independently formulate written communication based on the intent of senior leadership
• Strong technical and administrative skills with a high level of proficiency in the use of Microsoft Office suite software
• Proficiency in Adobe Suite graphic software (preferred)
• Familiarity with research grants, specifically National Institutes of Health (NIH) grant materials e.g. biosketch, facilities-other resources (preferred)

Tools and Technology

• Personal Computer (desk top, lap top, tablet) required
• General office equipment (computer, printer, fax, copy machine) required
• Microsoft Suite (Word, Excel, PowerPoint) required