Executive Assistant Jobs

“Para la gente, y el futuro! For the people, and the future!”

2022 Higher Education Excellence in Diversity (HEED) award recipient from INSIGHT into Diversity

Summary:

This position demonstrates daily, Burrell College of Osteopathic Medicine’s value for respect, trust, integrity, and commitment. This position of Executive Assistant provides the highest-level administrative and secretarial support to the President, the Dean, the Board of Trustees, the Chief Financial Officer, the Associate Vice President of Enrollment Services & Institutional Effectiveness, and members of the senior leadership team. The Executive Assistant must have a thorough knowledge of Burrell’s academic and administrative programs. The Executive Assistant must demonstrate independent judgment, and a sophisticated understanding of the academic and administrative responsibilities of the individuals supported. The incumbent should maintain a high level of confidentiality, discretion, and excellent interpersonal skills to represent and advise the President, the Dean, and the Board of Trustees. The Executive Assistant also acts as the initial point of contact for both internal and external constituencies on all matters of the Board of Trustees, Office of the President, and/or the Office of the Dean. The Executive Assistant assists and represents the Board of Trustees, President, Dean, and/or members of the senior leadership team in communicating with constituents. The Executive Assistant researches, prioritizes, and follows up on multiple issues and concerns addressed to the President, the Dean, and the staff they support.

• This position is exempt.
• This position reports to the Dean/CAO.

Essential Duties and Responsibilities:

• Assists with the distribution, preparation, assembly, and submission of the AOA and AACOM annual accreditation reports.
• Compose correspondence and prepare administrative reports and/or financial records.
• Review, proofread, and edit documents prepared for the President’s/Dean's signature; ensure work product quality and quantity control by reviewing documents, reports, forms, records, or other materials for content, completeness, or accuracy; ensure proper grammar, punctuation, spelling, and usage as well as appropriate distribution and archiving.
• Perform related duties as assigned.
• Facilitate the calendars of the President, Dean, and others supported to schedule appointments and engagements.
• Maintain current knowledge of issues, problems, situations, and activities of special interest to the President/Dean regarding the College as a whole.
• Coordinate conferences and meetings (i.e. board meetings); make travel, lodging, and meeting room arrangements including refreshments/meals and other amenities; ensure agendas, recording of minutes (to include attendance), and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of minutes.
• Read and screen incoming correspondence and reports; make a preliminary assessment of the importance of materials based on instructions from the President/Dean and the predetermined, ongoing priorities of the department. Resolve matters personally within established parameters and forward materials to appropriate leadership and staff for analysis and reply; follow up as required to ensure responses are timely and in conformance with established standards.
• Organize and maintain confidential records and files for the President/Dean to ensure the security of privileged information per the President/Dean’s requests; authorize access to information as appropriate.
• Process purchase requests and reimbursements for areas supported.
• Responsible for the planning and execution of BCOM events.
• Provide executive support in resolving administrative questions and issues related to the Office of the President/Office of the Dean that do not require the personal attention of the President/Dean; act in an administrative liaison capacity in conferring with executive leadership, department chairs, committee chairs, and representatives on the President’s/Dean’s behalf. Follow-up on the status of assignments with department faculty and staff.
• Provide direction and support to administrative support staff.
• Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters; accordingly, make decisions to contact the President /Dean at off-site locations in critical situations; make referrals to appropriate administrative staff or provide the requested information as appropriate.
• Manage and coordinate meetings of the Coalition for Osteopathic Excellence and maintain minutes. Assist the Director of Institutional Advancement as needed.
• Maintains organizational policies working in concert with the Compliance Officer and Director of Accreditation and Institutional Assessment.
• Manage, organize, and prepare Monthly Operations Reports for dissemination to the Board of Trustees.

Other skills important to this position:

• Excellent communication skills, written and oral.
• Outstanding customer service skills, compassionate, courteous, and helpful phone etiquette.
• Demonstrate ability to interact with individuals from different cultures and professional backgrounds, and exercise “people skills” verbally and written.
• Ability to maintain the confidentiality of information and data.
• Ability to multi-task in a fast-paced environment.
• Demonstrate strong organizational and planning skills that reflect the ability to prioritize competing demands and complete action items efficiently with minimal supervision.
• Ability to assimilate information particular to academic settings.
• Ability to expertly navigate and retrieve information from web-based applications and tools.
• Exceptional attention to detail.

Minimum Qualifications and Experience:

• Strong working knowledge of Microsoft Office applications.
• Education and/or progressively responsible experience equivalent to a Bachelor’s degree in a related field.

Preferences:

• Experience in an osteopathic medical school environment

Note: Applicants must currently be authorized to lawfully work in the United States on a full-time basis.

Applications will be accepted until the position is filled; however, a review of resumes is scheduled to begin immediately. Salary is commensurate with experience. EOE.

Applications should be submitted by electronic submission via the Burrell College Work Opportunities website.

https://burrell.edu/administrative-services/human-resources/work-opportunities/

Burrell College of Osteopathic Medicine is an equal opportunity employer
and values diversity in our faculty and staff as an important aspect of the educational process.
BCOM encourages individuals with varied backgrounds and experiences to apply.
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