Executive Aide

Executive Aide

Job Type: Full-time

Job Description

Working with a high degree of independence, the executive aide for the School of Medicine Dean’s 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.

Responsibilities

• Responsible for efficient running of the office. Maintain calendars for the dean and chief of staff and coordinate all travel arrangements.
• 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.
• Provide executive assistance to relieve dean of administrative type functions.
• 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.
• Serve as a link between the Dean’s Office and School of Medicine students.
• 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.
• 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.
• 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.

Qualifications

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

Education: Associate’s degree required; Bachelor’s degree preferred.

Required Skills

• Strong administrative skills and working knowledge of current office technologies.
• Strong organization skills, ability to multi-task, prioritize and meet deadlines.
• 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.
• Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable and a self-starter.
• 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.
• Advanced proficiency with Microsoft programs including Power Point, Excel spreadsheets and Word processing. Familiar with Google calendar, Gmail, and related Google products.
• Demonstrated accounting and budgeting skills.

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.