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Executive Assistant-Cardiothoracic Surgery, full time (7053)(985873 - 13242)

Children's Hospital & Medical Center - Omaha Omaha, NE

Job Description

Just like the children we serve, Children's is growing quickly and hiring an Executive Assistant to provide administrative support for the Clinical Service Chiefs of Cardiology, CT Surgery, and the Director of the Cardiac Service Line (CSL Leadership).   Handles questions to the CSL Leadership, maintains calendars; assessing priorities so that time is used most effectively.  Uses appropriate word processing programs, answers phones, transcribes, develops and maintains filing systems and performs other support duties for the CSL Leadership and other members of the administrative staff as needed. 


Essential Functions/Competencies

% of Time



  1. Performs a variety of functions in the administrative support for the CSL Leadership.
    1. Answers telephone, schedules meetings and notifies attendees, arranges for food and/or beverages, types correspondence and reports using Dictaphone, types from rough draft or composes as directed, copies, prepares documents/reports, orders supplies, faxes documents, mail distribution and maintains filing systems.
    2. Coordinates travel/hotel/vehicle arrangements as directed by the CSL Leadership. 
    3. Prepares routine and advanced correspondence including letters, memoranda, and reports
    4. Responsible for confidential and time sensitive material.
    5. Coordinate leadership, department, and clinical schedules
    6. Ability to proactively identify needs, plan and prioritize projects based on repetitive events under delegated autonomy to support recurring business needs
    7. Regularly demonstrates strong organization and coordination, multi-tasking, interpersonal, and verbal/written communication skills.
    8. Provides support in assigned meetings including scheduling, arranging food service, preparing and managing meeting notices, agendas, minutes, and committee activities.


Personnel Management

  • Selects/hires CSL administrative support staff in collaboration with the Director of the CSL.
  • Trains and/or oversees the training on job related tasks.  Provides leadership and guidance by sharing expertise with other administrative staff. 
  • Approves schedules and monitors time worked.  Prioritizes and coordinates daily work activities.
  • Conducts employee performance management duties including completion and delivery of performance evaluations, setting goals, dissemination of information, coaching, addressing performance issues/routine correction actions, and recommending termination of employment.
  • Makes salary recommendations.
  • Submits notifications for personnel actions (e.g., status changes, terminations).
  • Makes recommendations for human resource needs.
  • Anticipates future events and projects that may impact workflow, adjusting work assignment as necessary
  • Facilitates regularCSL administrative staff meetings
  • Coordinates schedules, approves time off requests and acts as the Kronos timekeeper
  • Reviews administrative procedures and makes recommendations to improve efficiency


  1. Provides administrative support for other members of the CSL as needed. 
  • Works in collaboration with other administrative staff, secretaries, Vice Presidents, Board Members, Physicians, Directors and Managers
  • Greets visitors and employees to the CSL reception area and handles each individual appropriately


Regular attendance at work is an essential function of the job.


Perform physical requirements as described in the Physical Requirements section



  1. Performs other duties as assigned




  • Ability to deal effectively with people in a professional manner with employees at all levels in the organization, Board members and the public at a level normally obtained through completion of high school.  Ability to use the computer and other modern technology found in the hospital environment
  • Knowledge of dictation, correct phone procedures, correct business correspondence formats and the managing of the electronic calendar of an executive


  • Associate’s degree from an accredited college or university in journalism, business, administrative assistant or other related field preferred
  • Minimum 7 years’ experience as an administrative assistant, business, office manager, or related field required


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Job Details

Date Posted November 2, 2018
Date Closes January 31, 2019
Requisition 985873-13242
Address 8200 Dodge Street
Located In Omaha, NE
Work At Hospital
Department Cardiothoracic Surgery
Job Type Full-time Employee
Compensation Hourly Wage, Based on Experience
SOC Category 43-6011.00 Executive Secretaries / Administrative Assistants
Zipcode 68114

This job offers the following benefits

  • 403(b) Retirement Savings Plan
  • Dependent-Care Spending Accounts
  • Flexible Spending Accounts
  • Health-Care Spending Accounts
  • Accidental Death and Dismemberment
  • Business Travel Accident Insurance
  • Dental
  • Dependent Life Insurance
  • Employee Assistance Program (EAP)
  • Group Homeowners and Auto
  • Group Legal
  • Life Insurance
  • Long-Term Disability
  • Maternity / Paternity / Family Leave
  • Medical
  • Prescription Drug Plan
  • Short-Term Disability
  • Supplemental Insurance
  • Vision
  • Voluntary Life Insurance
  • Bereavement Pay
  • Cafeteria / Food
  • Continuing Education Program
  • Credit Union
  • Discounts on Employer Merchandise & Services
  • Employee Referral Program
  • Financial Planning
  • Free Parking
  • Health Fair
  • Nursing Facilities
  • Paid Holidays
  • Paid Vacations
  • Tuition Reimbursement
  • Wellness Program
  • Workout Facilities
  • Achievement Awards
  • Bonus Plan
  • Merit Increases

This job requires the following skills

  • Microsoft - Excel
  • Microsoft - Word
  • Computer Usage
  • Excellent Communications
  • Excellent Team Member
  • Positive Attitude
  • Problem Resolution
  • Microsoft Office
  • Excellent Communication
At a Glance
Enjoy these benefits
  • 403(b) Retirement Savings Plan
  • Dependent-Care Spending Accounts
  • Flexible Spending Accounts
  • Health-Care Spending Accounts
  • Accidental Death and Dismemberment
  • And More ...