Executive Aide - PTO + Holidays

POSITION OBJECTIVE

Working with a high degree of independence, the executive aide for the School of Medicine Deans Office will manage the daily operations of the office to ensure that the office functions in a smooth, effective, and efficient manner, enabling the dean and chief of staff to devote their attention to providing leadership for the school.

ESSENTIAL FUNCTIONS

1. Responsible for efficient running of the office. Maintain calendars for the dean and chief of staff and coordinate all travel arrangements. Serve as the information focal point with regard to the deans and chief of staffs schedule. Monitor the deans and chief of staffs mail and take appropriate action as needed. Serve as conduit for the Deans Clinical scheduler. Maintain confidentiality for any and all conversations or messages that come into or are discussed in the Deans Office Suite. (15%)
2. Serve as a link between the dean and chief of staff and the academic and administrative units of the school. Set standards for providing excellent service to the departments and central offices. Process complex, highly confidential, strategic and time-sensitive information. Triage problems and issues and gather information for the dean and chief of staff to further evaluate. Investigate and resolve matters of significance on behalf of the dean and chief of staff. Compare and evaluate possible courses of conduct and recommend best course of action. Understand the nature and relative importance of contacts that the dean and chief of staff may have including alumni, civic leaders, foundations, other academic institutions, accrediting agencies, state and federal government and corporate leaders. Manage complex interfaces with a large number of external organizations and individuals as well as high level university administration. (15%)
3. Provide executive assistance to relieve dean of administrative type functions. Accept, screen, and redirect a incoming telephone calls for the dean and chief of staff; or place out-going calls on behalf of the Deans Office. Serve as a link between the Deanss Office and the School of Medicine faculty. This requires a knowledge and understanding of the academic functions and the schools bylaws. Also requires sensitive awareness of the issues under consideration, an attention to detail, and an ability to anticipate needs, errors and omissions before they occur. (10%)
4. Participate in short- and long-term strategic planning and program implementation with the Dean and chief of staff. Make recommendations to management on policies and procedures and actively seek out and suggest improvements to operations, including new procedures, documentation and training. Rely on experience, independent judgment and decision making to plan and accomplish goals. Is empowered with a high degree of creativity and latitude. Assist with special projects. (10%)
5. Serve as a link between the Deans Office and School of Medicine students. This requires knowledge of university policies and procedures regarding both medical and graduate students as well as tact, courtesy, responsiveness, and diplomacy. (10%)
6. Assist peer Executive Assistant with candidate visits and events. Serve as the department HR liaison and travel coordinator; maintain a strong understanding of the university policies and procedures. Ensure that all forms are completed correctly and in a timely manner. (10%)
7. Provide institutional research in support of planning and decision making, including gathering data from other institutions and affiliation partners as necessary and preparing summaries and /or reports. Prepare and/or contribute to the preparation of original reports, briefings, presentations, letters, memoranda, proposals, and public relations information. Utilize MS Office software to prepare correspondence, internal memoranda, reports, charts and graphs, as requested. Compose administrative correspondence as well as assisting the dean and chief of staff with the large volume of correspondence required of the positions. (10%)
8. Assist in financial planning and budget development linked to the strategic plan. Prepare monthly informational reports including proposal and award activity, expense activity in order to supplement the forecast process and others as necessary. Serve as backup to executive assistant in reconciling expense statements and purchase card transactions and maintain office expense data and related files. (10%)

NONESSENTIAL FUNCTIONS

1. Provide clerical and other administrative support such as ordering food, setting up and cleaning up after meetings/conferences, making coffee, etc. (3%)
2. Serve as primary backup and support to the peer executive assistant and will sometimes be sole occupant of office. (3%)
3. May supervise, direct or lead lower-level staff. (1%)
4. Perform other duties as assigned. (3%)

CONTACTS

Department: Daily contact with the dean, chief of staff, executive assistant and other professionals in the office.

University: Frequent contact with the provost, CFO and CAO, deans, school business offices, senior administrators in other central offices and School of Medicine faculty and staff.

External: Occasional contact with peer institutions, consultants and outside agencies.

Students: Occasional contact with medical students

SUPERVISORY RESPONSIBILITY

No supervisory responsibility.

QUALIFICATIONS

Experience: 10 or more years progressively more responsible administrative experience; experience at a university or non-profit executive office preferred.

Education: Associates degree required; Bachelors degree preferred.

REQUIRED SKILLS

1. Strong administrative skills and working knowledge of current office technologies.
2. Strong organization skills, ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and follow-through.
3. Professional and effective oral and written communication skills; proof-reading and good interpersonal skills with the ability to work and communicate with various individuals within and external to the university. Must demonstrate the ability to relay information effectively and accurately, active listening skills and the ability to prepare professional documents.
4. Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable and a self-starter.
5. Must demonstrate tact, maturity, discretion, and sensitivity and maintain the confidential nature of the data handled by the office.
6. Excellent customer service skills; ability to maintain effective working relationships and address the potential and current needs of customers.
7. Effective problem-solving skills; must demonstrate sound judgment, good decision-making and innovation.
8. Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment, and conform to shifting priorities, demands and timeline.
9. Ability to maintain familiarity and demonstrate knowledge of School of Medicine priorities, leadership and programs.
10. Advanced proficiency with Microsoft programs including Power Point, Excel spreadsheets and Word processing. Familiar with Google calendar, Gmail, and related Google products.
11. Demonstrated accounting and budgetingskills.
12. Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed.

WORKING CONDITIONS

Pressures associated with short lead times, conflicting priorities, and the complex nature of the office functions. Prolonged use of the computer and telephone. Must be flexible with schedule, some early mornings, evenings and weekends are required. This position does not participate in the hybrid work schedule.