Working under general direction and reporting to the Associate Dean for Alumni Relations and Development, the Executive Assistant and Office Manager has primary responsibility to provide direct administrative support. The executive assistant and office manager is responsible for the management of all administrative functions of the office of Development and Alumni Relations, processing complex and highly confidential information. This position requires frequent contact with donors and other internal and external constituents in order to coordinate fundraising programs, events, and activities.
- Manage associate dean’s time, considering responsibilities by controlling and prioritizing access to the associate dean. Facilitate positive internal and external communications on behalf of the associate dean including correspondence with university administration, faculty, staff, students, alumni, and external organizations and agencies. (20%)
- Schedule meetings and resources and resolve scheduling conflicts. Gather and prepare pertinent information for meetings including background materials for agendas. Facilitate all necessary correspondence with meeting attendees including meeting confirmation and taking and distributing minutes. Coordinate activities and monitor status of projects directed by the associate dean. Compile, edit, and check for accuracy materials for reports, correspondence and presentations. (20%)
- Support the associate dean in the identification, cultivation, and solicitation of donors by identifying and evaluating prospects, arranging and securing appointments, requesting research, and maintaining the donor database. Make travel arrangements and manage itineraries, accommodations, and national transportation. (30%)
- Track and reconcile monthly office budget and forecast future expenditures. Provide input for budget preparation. Process expense reports, requisitions, and other financial requests. (15%)
- Hire, train, and direct the work of students and temporary help. Manage students/temporary help workload and schedules. (10%)
- Attend university training sessions to keep up to date with policies and procedures. Encourage staff to attend as well. Identify training and educational resources within the university and elsewhere for all departmental staff. Knowledgeable about the university mission, strategic plan, and funding priorities. (4%)
- Perform other duties as assigned. (1%)
Department: Frequent contact with the dean, associate deans, department chairs, and directors. Contact with faculty and staff as required to perform essential functions.
University: Contact with the president’s office, vice presidents, deans, trustees, alumni, director of administration departments, faculty, and staff as required to perform essential functions.
External: Daily contact with donors, alumni, foundation representatives, community organizers/advocates, corporate executives, and federal, state, and local government officials. Contact with visitors, healthcare officials, and academic boards and organizations as required to perform essential functions.
Students: Contact with undergraduate, graduate, and professional students as required to perform essential functions.
Direct the work of students.
Experience: 6 or more years of administrative/executive secretarial experience required. School of Nursing experience preferred.
Education/Licensing: High school education required; Bachelor’s degree preferred.
- Knowledge of university policies and procedures is required.
- Must be a self-starter and capable of handling multiple tasks.
- Must possess a high degree of judgment, maturity, professionalism, and discretion.
- Ability to maintain confidentiality is essential.
- High degree of energy, creativity, flexibility, organization and interpersonal skills as well as excellent verbal and written communication skills required.
- Must be able to work both independently and collaboratively with colleagues.
- Computer proficiency (including Microsoft Office) and the ability to learn new programs.
- Ability to meet consistent attendance.
- Ability to interact with colleagues, superverse, and customers face to face.
Will be working with individual participants in a safe clinical setting. No travel required.