Executive Administrative Assistant, College of Health Sciences

Overview

The Executive Assistant for the College of Health Sciences (CoHS) supports the goals of CoHS and creates a campus environment welcoming for all students, faculty, staff and community members to ensure their success. This position is responsible for the ongoing executive and operations support for CoHS and work closely with leadership in Academic Affairs. This position assists in providing leadership and direction of assigned administrative staff, and ensures the timely and high quality services are provided to all internal and external constituents, customers and vendors.

• Be present to represent CoHS, secondarily to Academic Affairs as needed.
• Be completely confidential on behalf of the University, CoHS, and Office of People and Culture.
• Be protective of faculty, staff and students in regard to reputation, privacy, integrity, ethics, and honor on behalf of CoHS and the University.
• Help the University fulfill its mission by maintaining high standards of excellence, honesty, and professionalism. Apply the principles of continuous quality improvement, which includes working cooperatively with colleagues and projecting a service orientation towards all.
• Communicate efficiently and courteously on behalf of CoHS and the campus community.
• Interact with all members of the University community. Impart accurate information and direction to staff, faculty, students, and to external individuals and organizations in a courteous, professional, and facilitative manner.
• Schedule appointments, maintain accurate calendars of standing appointments and special meetings, and establish appointment priorities for CoHS Dean. Keep all concerned informed of pending activities pertaining to them and keep them immediately apprising of meeting and calendar changes.
• Arrange the Dean’s travels and community engagement activities and process necessary administrative paperwork and reimbursements in a timely fashion.
• Interpret requests and assist in compliance as appropriate. Provide information and take necessary actions in a timely manner.
• Orders and maintains supplies and arranges for equipment maintenance.
• Always perform in a calm and professional manner, especially during crisis or emergencies.

• Direct assigned administrative staff and student workers for Dean’s Office.
• Anticipate the needs, coordinate the activities, alert the Dean regarding upcoming events, meetings and activities, carry out policies, and implement decisions for the Dean in an effective, efficient, professional, respectful, and facilitative manner.
• Gather data and prepare for meetings, and various key committees and task forces commissioned by the Dean.
• Participate in and support committees and other activities assigned by the Dean that promote the quality, growth, and development of Samuel Merritt University.
• Proofread carefully all outgoing correspondence for the Dean to ensure professionalism prior to signature.
• Develop and maintain records management system to assure fast retrieval of needed information and protection of vital records for the Dean’s Office.

• Develops, implements and executes projects as assigned for the Dean.
• Monitors and prepares reports on project status and performance measures/metrics on behalf of the Dean.
• Supports the Dean in preparing and distributing communications directed to the campus community regarding project status

Direct assigned administrative staff, student workers, and temporary staff of the Dean’s Office.

Education and/or

Experience:

• Bachelor’s degree required.
• Minimum five years of broad experience with increased responsibilities in an academic environment.
• Minimum three years of Project Management Experience required. Certified Project Manager preferred.
• Minimum three years of experience as an executive assistant to a university executive level leader.

Education and/or

Experience:

• Master’s degree preferred.

• Present oneself both in manner and image that fit for the professional setting. Always be…