Executive Assistant - Health and Rehab Sciences

Position Summary

The Executive Assistant in the School of Health and Rehabilitation Sciences (SHRS) provides a broad range of administrative, logistical, and strategic support to Vice Dean and Director of SHRS ensuring their efficiency and effectiveness and manages day-to-day activities of the Director. Through expert support, the Executive Assistant serves as liaison for school administrative offices and key constituent groups, including staff, faculty, students, external visitors and more. Manages schedule, correspondence, committee responsibilities, and project work. Organizes and coordinates executive outreach and external relations efforts for administrative activities, including complex projects, and resolves problems.

The School of Health and Rehabilitation Sciences, led by the Vice Dean and Director of SHRS, has responsibility for the administration and coordination of all academic areas of the school, including those that advance faculty life, student academic experience, community engagement and more. The Executive Assistant will contribute to a collaborative school culture, working across teams and colleagues in SHRS administration to ensure a high functioning school environment.

The Executive Assistant must be creative and enjoy working within a large academic environment that is mission-driven and community-oriented. The Executive Assistant will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Key responsibilities include, but are not limited to compiling reports, managing calendars, completing travel arrangements, initiating Workday transactions such as Requisitions, Spend Authorizations and Expense Reports, creating or modifying presentations and spreadsheets, ordering office supplies for the administration suite, scheduling meetings, preparing agendas and responding to correspondence. The Executive Assistant is also the PCard manager for the administration suite and is responsible for reconciling all expenses as well as managing vendor relations and submitting P.O. requests. This position will have the primary responsibility of coordinating and managing the day-to-day activities of the administration suite. This position will also be responsible for ensuring policy adherence, professional image, and excellent customer service delivery to the school and leadership teams.

Executive Support 60%

• Manages a broad variety of administrative tasks to aid in the success of the Vice Dean and Director of SHRS; collaborates with entire school staff to understand philosophical approach and priorities; screens and handles incoming phone calls, email and correspondences; manages complex calendars in order to determine strategic use of the Directors time; manages and processes confidential and sensitive correspondence; reviews and prioritizes incoming electronic and written mail; records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; develops power point presentations; coordinates materials for briefings; anticipates, researches, and prepares materials for internal and external meetings; prepares special reports relative to school activities and programs.

• Communicates on behalf of the Director on matters related to Director's strategic initiatives.

• Prioritizes and follows up on incoming issues and concerns addressed to the Director, including those of a sensitive and confidential nature.

• Provides a bridge for smooth communication between the Directors office and internal divisions to maintain credibility, trust and support with the executive leadership.

• Works closely and effectively with the Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Director's ability to effectively lead the school.

• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Responsible for coordinating and scheduling a wide array of events for the Executive Office, ensuring smooth and successful execution.

Efficient Office Operations 15%

• Coordinates travel arrangements in a manner that is university policy compliant; ensures flow of information; coordinates mail and copier services, purchase orders, and supply orders, maintains filing systems; provides coordination and support of special projects and school events as assigned.

• Arranges and coordinates detailed travel plans both domestic and international, itineraries, and agendas; and compiles documents for travel-related meetings; completes Workday transactions such as spend authorizations, requisitions and expense reports; prepares and submits reimbursement of expenses.

Communications, Partnerships, and Outreach 15%

• Assists in scheduling meetings, coordinating the agenda, taking notes, and meeting materials of senior leadership team meetings such as the Executive Committee, and other important leadership team meetings.

• Facilitates cross-divisional coordination of outreach plans.

• Ensures that the Director bio is kept updated and responds to requests for materials regarding the Director and the school in general.

• Edits and completes first drafts for written communications to external stakeholders.

• Follows up on contacts made by the Director and supports the cultivation of ongoing relationships.

Special Projects 10%

• Other duties as needed/assigned

Job Requirements

Bachelor's degree or equivalent experience. 2 years of relevant experience required. Advanced degree in relevant field may be desirable.

Proven office administration and customer service skills. Strong grasp of office protocols and professional practices. Demonstrated ability to manage projects. Strong organizational skills. Ability to work independently and meet tight deadlines with minimal guidance. Detail-oriented and able to analyze complex information. Extensive experience with Microsoft Office products (Word, Excel, PowerPoint, and Outlook). Ability to provide a high level of professional interaction with all levels of stakeholders throughout the university. Excellent written and oral communication skills. Must use judgment, tact, and discretion when handling complex and confidential materials and situations.

Experience in a higher education setting and extensive knowledge of university policy and procedure is desired.

Practices within the Medical Center's policies and procedures.Adheres to the value statements as demonstrated through positive patient/guest relations, positive and effective interactions with staff, and formulating and meeting developmental goals.Maintains professional conduct and promotes a positive team attitude by adhering to organizational expectations.Promotes teamwork through mutual respect for co-workers, developing positive interpersonal relationships and lending assistance as needed.

Business Planning and Operations - Administrative Assistance - Individual Contributor - S2