Executive Administrative Assistant, College of Health Sciences - Oakland

Description: ·   · Job Description Summary: ·   · The Executive Assistant for the College of Health Sciences (CoHS) supports the goals of CoHS and creates a campus environment welcoming for all students, faculty, staff and community members to ensure their success. This position ...

Job description

Description:
 

Job Description Summary:
 

The Executive Assistant for the College of Health Sciences (CoHS) supports the goals of CoHS and creates a campus environment welcoming for all students, faculty, staff and community members to ensure their success. This position is responsible for the ongoing executive and operations support for CoHS and work closely with leadership in Academic Affairs. This position assists in providing leadership and direction of assigned administrative staff, and ensures the timely and high quality services are provided to all internal and external constituents, customers and vendors.

Duties and Responsibilities:

Executive Support: 30%

• Be present to represent CoHS, secondarily to Academic Affairs as needed.
• Be completely confidential on behalf of the University, CoHS, and Office of People and Culture.
• Be protective of faculty, staff and students in regard to reputation, privacy, integrity, ethics, and honor on behalf of CoHS and the University.
• Help the University fulfill its mission by maintaining high standards of excellence, honesty, and professionalism. Apply the principles of continuous quality improvement, which includes working cooperatively with colleagues and projecting a service orientation towards all.
• Communicate efficiently and courteously on behalf of CoHS and the campus community.
• Interact with all members of the University community. Impart accurate information and direction to staff, faculty, students, and to external individuals and organizations in a courteous, professional, and facilitative manner.
• Schedule appointments, maintain accurate calendars of standing appointments and special meetings, and establish appointment priorities for CoHS Dean. Keep all concerned informed of pending activities pertaining to them and keep them immediately appraising of meeting and calendar changes.
• Arrange the Dean's travels and community engagement activities and process necessary administrative paperwork and reimbursements in a timely fashion.
• Interpret requests and assist in compliance as appropriate. Provide information and take necessary actions in a timely manner.
• Orders and maintains supplies and arranges for equipment maintenance.
• Always perform in a calm and professional manner, especially during crisis or emergencies.

Operations and Office support: 30%

• Direct assigned administrative staff and student workers for Dean's Office.
• Anticipate the needs, coordinate the activities, alert the Dean regarding upcoming events, meetings and activities, carry out policies, and implement decisions for the Dean in an effective, efficient, professional, respectful, and facilitative manner.
• Gather data and prepare for meetings, and various key committees and task forces commissioned by the Dean.
• Participate in and support committees and other activities assigned by the Dean that promote the quality, growth, and development of Samuel Merritt University.
• Proofread carefully all outgoing correspondence for the Dean to ensure professionalism prior to signature.
• Develop and maintain records management system to assure fast retrieval of needed information and protection of vital records for the Dean's Office.

Project Management Support: 30%

• Develops, implements and executes projects as assigned for the Dean.
• Monitors and prepares reports on project status and performance measures/metrics on behalf of the Dean.
• Supports the Dean in preparing and distributing communications directed to the campus community regarding project status

Other duties as assigned: 10%

Supervisory Responsibilities:

Direct assigned administrative staff, student workers, and temporary staff of the Dean's Office.

Minimum Qualifications: Education and/or Experience:

• Bachelor's degree required.
• Minimum five years of broad experience with increased responsibilities in an academic environment.
• Minimum three years of Project Management Experience required. Certified Project Manager preferred.
• Minimum three years of experience as an executive assistant to a university executive level leader.

Preferred Qualifications: Education and/or Experience:

• Master's degree preferred.

Required Skills:

• Present oneself both in manner and image that fit for the professional setting. Always be courteous and act professionally. Be able to function independently and reliably. Be able to uphold the utmost integrity, honesty and work ethics.
• Excellent Communication skills, both oral and written. Knowledge of University organizational structure, programs and activities, policies and procedures for effective evaluation of the propriety of proposed transactions and their potential impact on university interests; for provision of useful advice to others on means of accomplishing their operational goals; and for locating sources of relevant information.
• Proficiency and effectiveness in the use of latest office technology and management tools, including but not limited to Skype, Zoom, Outlook, PowerPoint, Windows 365, Excel, Word, and Access. Ability to read, analyze and interpret documents, contracts, data, policies, and regulations, which are complex in content, syntax, and expression.
• Ability to write concise, logical and accurate materials. Knowledge of the mechanics of written English (e.g. grammar, punctuation, spelling) and ability to apply such knowledge consistently and effectively so that documents, whether produced by the incumbent or others are proofread and edited to ensure that they are mechanically correct.
• Ability to analyze complex problems or information in an objective manner and derive logical conclusions to provide a sound basis for establishment of priorities, selection of appropriate courses of action for pursuit or recommendations to others and resolve conflicts.
• Ability to organize work effectively to achieve timely progress on multiple simultaneous tasks; under the directive of the Vice President and Executive Director, distribute tasks appropriately among office staff; meet deadlines; be results-oriented; and maintain a high level of productivity and quality of work.
• Ability to exercise tact, confidentiality and diplomacy in dealing with others so as to secure necessary information and cooperation from a variety of people and enable the incumbent to conduct effective negotiations, resolve disagreements and conflicts.

Employee Status:

Regular

Exemption Status:

United States of America (Non-Exempt)

Time Type:

Full time

Job Shift:

Pay Range:

$33.37 to $37.72/hourly (non exempt)Samuel Merritt University currently provides base salary ranges for all positions-on job advertisements-in the United States based on local requirements. Individual compensation will ultimately be determined based on a variety of relevant factors including but-not limited to qualifications, geographic location, and other relevant skills.