Administrative Assistant, Sr

This position will support the Dean of the School of Medicine with administrative and operational activities. The position will provide high level of administrative support to the Dean in achievement of the school’s goals; performs confidential and detailed administrative duties; consults and communicates with members of the executive committee and other senior level administrators of the College. Coordinates special projects and prepares related reports for the Dean.

Daily Operations

Performs high level confidential administrative duties and delegated duties in support of the Dean. Prepares written correspondence for the Dean which may include composing student letters, memorandums, and other confidential correspondence as instructed.

Works with the Executive Associate on management of the Dean’s calendar. The Dean’s schedule is top priority for this position. The incumbent must understand how to plan a day for a Dean or senior level executive. Attends meetings with the Dean and prepares notes as requested by the Dean.

Performs executive office special project duties related to the Dean’s extramural activities (i.e. Boards, Committees, and /or Advisory Councils) in the absence of the Executive Associate.

Attends meetings of the Board of Trustees, transcribe and compose meeting minutes. Work with the Corporate Secretary on action items needed for plenary in the absence of the Executive Associate.

Prepares reports for the Dean of the School of Medicine. These reports may be for internal use for accrediting agencies. Coordinates, interprets, implements, and monitors adherence to College policies and procedures.

Coordinate all travel arrangements for the Office of the Dean. Makes arrangements for membership and annual meetings, i.e. physical and agenda.

Interacts with employees, representatives of organizations and groups and other entities involving discussions, explanation, and interpretation of policies, rules regulations and operations of the College. Initiates and coordinates searches for administrative support positions.

Plans and directs preparation for special events such as retreats, receptions, commencement, and dinners hosted by the School, functions for dignitaries, routine business luncheons, and dinners and some professional entertaining.

Works with the Executive Associate to coordinate Executive leadership evaluations on behalf of the Dean.

Other administrative duties as assigned

Prepare and edit correspondence, communications, presentations and other documents

Design and maintain databases

File and retrieve documents and reference materials

Conduct research, collect and analyze data to prepare reports and documents

Arrange and maintain executives' schedules, appointments and travel arrangements

Arrange and co-ordinate meetings and events

Rcord, transcribe and distribute minutes of meetings

Monitor, screen, respond to and distribute incoming communications

Answer and manage incoming calls

Rceive and interact with incoming visitors

Liaise with internal staff at all levels

Interact with external clients

Co-ordinate project-based work

Review operating practices and implement improvements where necessary

Required Skills

Excellent organizational and time management skills

Excellent verbal and written communication skills

Interpersonal skills necessary to develop and maintain effective internal and external relationships and to project a professional and positive image of the Institutions

Ability to handle confidential and highly sensitive information with a high degree of tact and diplomacy

Strong project management and research skills.

Superior analytical skills.

Ability to interpret and communicate executive directives, institutional policies and agency regulatory guidelines and procedures.

Drive and energy to succeed and be a team player.

Ability to work with confidential and highly sensitive information.

Interpersonal skills necessary to establish and maintain effective internal and external relationships.

Strong organizational and time management skills.

Demonstrated computer experience in a Windows based environment and network applications for presentations, reports and financial analysis.

Record of outstanding professional achievement.

Required Education and Experience

Bachelor’s degree in Business Administration from an accredited college or university with a minimum of four (4) years of related experience in an increasingly responsible capacity required;

Some Experience in an academic environment and/or health care is preferred.

Experience assisting a Dean of Senior Level Executive.

JR100391