Executive Aide

POSITION OBJECTIVE

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.

ESSENTIAL FUNCTIONS

Responsible for strategic and efficient running of the office. Maintain high volume calendars for the dean and chief of staff, ensuring prioritization and strategically determining meetings and events. Coordinate all travel arrangements, locally, nationally, and internationally. Partner with SOM Development Office on coordination of travel, meetings, and event logistics. Serve as the information focal point regarding the dean's and chief of staff's schedule, being aware of all documents and logistics required for the day. Serve as conduit for the Dean's Clinical scheduler. Maintain confidentiality for any and all conversations or messages that come into or are discussed in the Dean's Office Suite. (30%) 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 many external organizations and individuals as well as high level university administration. (13%) Provide executive assistance to relieve dean of administrative type functions. Accept, screen, and redirect incoming telephone calls and emails for the dean and chief of staff; or place out-going calls on behalf of the dean's office. Serve as a link between the dean's office and the School of Medicine faculty, department chairs, hospital affiliates and peer institutions. This requires sensitive awareness of the issues under consideration, attention to detail, and an ability to anticipate needs, errors and omissions before they occur. (10%) Participate in short- and long-term strategic planning and program implementation with the dean and chief of staff. Attend weekly dean's leadership meetings to understand the full scope and prioritization of the dean's time. 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%) Serve as reception, greeting guests, faculty, students, and visiting families with knowledge and kindness. Answer phone lines and direct inquiries appropriately. Provide hospitality to visitors with refreshments, ensuring that the dean's meetings start promptly. Maintain ordering of office snacks and coffee. (10%)

NONESSENTIAL FUNCTIONS

Serve as a link between the dean's office and School of Medicine students. This requires knowledge of university policies and procedures, events, and logistics regarding both medical and graduate students as well as tact, courtesy, responsiveness, and diplomacy. (5%) Assist peer executive assistant with candidate visits and event coordination. Assist with the State of the School, Staff Town Hall, Employee Appreciation, holiday dinner, holiday breakfasts, and other faculty and staff appreciation events throughout the year. Be aware of scheduling these events as it relates to the dean's competing priorities. Assist in running the events and being aware of all logistics to step in where required. (5%) Provide institutional research in support of planning and decision making, including gathering data from other institutions and affiliation partners as necessary. 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. (5%) Assist in financial planning and budget development linked to the strategic plan. Complete travel expense reports, ordering of office supplies, and assist in procurement where required. Serve as backup to executive assistant in reconciling expense statements and purchase card transactions and maintain office expense data and related files. (5%) Provide clerical and other administrative support such as ordering food, setting up and cleaning up after meetings/conferences, making coffee, etc. (3%) Serve as primary backup and support to the peer executive assistant and will sometimes be sole occupant of office. (3%) Perform other duties as assigned. (1%)

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: 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. Must demonstrate attention to detail and accuracy, time management skills, and follow-through. 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. Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable and a self-starter. Must demonstrate tact, maturity, discretion, and sensitivity and maintain the confidential nature of the data handled by the office. Excellent customer service skills; ability to maintain effective working relationships and address the potential and current needs of customers. Effective problem-solving skills; must demonstrate sound judgment, good decision-making and innovation. 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. Ability to maintain familiarity and demonstrate knowledge of School of Medicine priorities, leadership and programs. 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. Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed. Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest. Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face.

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. #J-18808-Ljbffr