The position serves as Executive Assistant to the Dean of the Henry M. Goldman School of Dental Medicine. The Executive Assistant will be responsible for managing the Dean's and Executive Director's administrative needs to provide planning and oversight to ensure that their time is spent in the most efficient manner. Work involves responsibility for directly providing staff support and for relieving the Dean of program and designated administrative details, ensuring his time is effectively allocated and information is sufficiently presented to advance the priorities of the agenda of the School.
The employee must exercise considerable initiative, independent judgment, and discretion in screening calls and visitors; arranging conferences and meetings; maintaining appointment schedule; answering and disposing of requests for information; and in general public relations activities. The employee is expected to be proactive in exercising considerable initiative in keeping informed of all university policies, rules, and regulations. Work is normally reviewed by the Dean and evaluated on the basis of results obtained. Manage the Dean's and Executive Director's Activities and Calendar
Manages and coordinates a high volume of demands for the Dean's time by prioritizing requests and demonstrating significant independent judgment in identifying and resolving potential conflicts.Uses professional judgment and thoughtful communication to respond quickly and efficiently to scheduling requests.
Serves as primary liaison for the Dean to inside and outside constituencies as well as communicating needs and concerns of these constituencies to the Dean;
Answers phone calls and correspondence directed to the Dean and determine appropriate response.
Communicates, directs and refines information, issues, phone calls and correspondence to the Dean or the appropriate individual or department for resolution.
Anticipates the Dean's needs by independently soliciting and providing necessary back-up and research materials in a timely way to ensure they are well-prepared for all meetings, events and speaking engagements.
Communication on Behalf of Dean:
Advances and monitors progress on the Dean's administrative initiatives and identifies, assigns and tracks specific assignments.
Communicates with internal and external constituencies regarding calendar-related, policy and procedural matters.
Reviews, revises and summarizes correspondence and briefs for the Dean as well as create and edit correspondence for the Dean.
Edits letters, documents and publications requiring the Dean's approval prior to distribution (such as the annual report, affiliation agreements and strategic partner agreements).
Executes confidential correspondence and reports for the Dean.
Creates accurate and attractive PowerPoint presentations for the Dean's presentations.
Coordinate the Dean's travel arrangements, prepares itinerary and event information. Conducts necessary research to prepare Dean for event or meeting. Process and tracks travel/expense vouchers in Concur;maintains files;
Attend the Executive Committee, and Dean's Committee Meetings
Ex officio Member of the decision-making bodies of the School; works with the Dean to arrange monthly meetings of the committee, which is comprised of Deans and Department Chairs.
Plans and prepares agenda items, gathers information to be distributed and discussed, records and writes minutes; distributes minutes monthly, maintains daily file of items to be discussed at future meetings, follows up for Dean on actions to be implemented
The successful candidate will have earned a Bachelor's Degree in Business Administration or Management
4-6 years experience as an executive assistant supporting high-level executives which provides the knowledge, skills and abilities required to perform the essential job functions.
Must possess outstanding computer skills including advanced knowledge of all Microsoft Office products including PowerPoint.
Fluency in the essential conventions of business writing, including memos, meeting minutes, and e-mails; outstanding grammar and punctuation
Demonstrated ability to establish priorities, meet deadlines and be able to critically think through problems and present potential solutions
Ability to work across teams with a variety of projects and constituencies
Project Management experience highly desirable
Must be able to work independently on responsible and confidential assignments utilizing the utmost discretion
Must be willing and able to observe and maintain confidentiality; professional image, demeanor, and business etiquette
Must demonstrate experience with information management for both internal and external purposes
Excellent time management and organizational skills for project management, coordinating meetings, travel schedule and specific arrangements
Must have excellent multi-tasking skills with the ability to work under pressure and meet deadlines.
Must demonstrate ability to be flexible and adaptable to rapid changes in the daily work environment
Strong interpersonal skills both written and verbal
Must be customer service oriented with the ability to interact professionally and appropriately with the individuals in various roles within the School, including faculty, staff, and students; and the ability to establish and maintain effective working relationships with the University officials, executives, administrators, and faculty.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.
Internal Number: 5250
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