Executive Assistant - Office of the President

Job Description

Noorda College of Osteopathic Medicine
Executive Assistant - Office of the President

Overview:

The Executive Assistant to the President for the College of Osteopathic Medicine coordinates all activities accomplished through the Office of the President. In addition to managing the overall operations of the Office, this position acts as the initial point of contact for both internal and external constituencies providing confidential, executive support. Exercises good judgment in a variety of situations, with strong written and verbal communication; administrative and organizational skills; and the ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities:

1. Administration of operations for the Office of the President coordinating a broad variety of administrative tasks including but not limited to:
1.1. Tactfully working with a variety of constituents including; students, faculty, administrators, credentialing agencies, professional organizations and community partners.
1.2. Work collaboratively as administrative liaison between the Office of the President and College departments (division administrators, department chairs, committee chairs, and representatives) assisting in providing high-level responsive services.
1.3. Responsible for day-to-day administrative, clerical support for confidential records and files (e.g. student outcomes, strategic planning, accreditation, annual reporting) utilizing a variety of database tools (e.g. Excel, Access).
1.4. Facilitate the President’s calendar to schedule appointments, engagements; conferences and meetings (arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.)
1.5. Maintain current knowledge of issues, problems, situations and activities of special interest to the President regarding the College as a whole, its divisions and programs; monitoring media coverage alerting the President to new developments or articles of interest.
1.6. Meets regularly with the President to discuss operations and tasks preparing appointment briefing and background materials ensuring materials are provided in a timely manner for review
1.7. Perform general office duties including providing assistance in resolving administrative questions and issues, answering the telephone, taking and delivering messages, copying and dissemination of materials, filing, and preparation of standard office forms.

2. Budget and fiscal responsibilities.
2.1. Participate in development of the President’s office budget and departments reporting to the President.
2.2. Maintains and monitors budgets, budget tracking, budget modifications and analyzes monthly reports; reporting variances to the President.
2.3. Prepares purchase and travel requisitions expense forms, check requests, payment of invoices and maintains records for and develops reconciliation of the institutional credit card for the President.

3. Facilitates communication between all internal and external constituents and the Office of the President
3.1. Demonstrating professionalism, tact and leadership to maintain credibility, trust, and support with all parties interacting with the Office of the President.
3.2. Prioritize and brief the President regarding information/action items that require review/input/action; handling matters expeditiously, proactively, and following-through on assignments to successful completion, often with deadline pressures.
3.3. Contributing to document development and distribution making revisions, obtaining signatures, and assisting in the document process

4. Actively engages in the advancement of the College.
4.1. Assist in the production of meetings and special events, including but not limited to room reservations, catering services, audio-visual requirements, and set-up.
4.2. Provide support for Committees with which the Office of the President is involved (e.g. prepare for and attend meetings, transcribe and distribute minutes)
4.3. Ensure agendas, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of minutes and/ or other media.

Qualifications:

Education: Bachelor's degree from an accredited College or University.

Experience: Four to five years of professional administration experience in higher education.

Skills & Abilities: Highly professional, executive assistance with a general understanding of higher education and College settings with proven knowledge of budget, fiscal management and experience coordinating complex scheduling of a senior-level executive to include working and building relationships with high-level community leaders, government officials, and others. Excellent interpersonal skills and emotional maturity with the essential ability to demonstrate tact and diplomacy. Excellent command of English, (verbal, written, and oral) with preference given to bilingual candidates. Must be self-motivated, self-disciplined, have a strong work ethic and capable in establishing priorities in an executive setting. Demonstrated ability to work independently yet is an effective participant in a team environment. Detailed oriented, including excellent follow through skills essential. Capable of balancing multiple projects in stressful situations while meeting deadlines, achieving desired results, and maintaining positive relations while understanding of the importance of confidentiality of data and information. Advanced skills in Microsoft Office Suite (prepare professional presentations, documents, and spreadsheets) and other software as appropriate essential.

Must be eligible to work in the United States

Pay & Benefits:

Pay is commensurate with experience and education. Full benefits package available for full time staff:
• Health & dental insurance
• Optical insurance available
• 401K Retirement
• Multiple supplemental insurance plans available
• Life insurance
• Many other benefits available for full time staff

Noorda College of Osteopathic Medicine is an Equal Opportunity Employer and does not discriminate against individuals in any phase of the application or employment phase on the basis of race, religion, creed, color, national origin, sex, sexual orientation, gender identity or expression, age, ancestry, physical or mental disability, medical condition including medical characteristics, marital status, veteran status, economic status, genetic identification, political belief, or any other classification protected by applicable local, state or federal laws. We encourage all qualified individuals to apply.




Type: Full-time
Expires: 08/31/2021

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About
Noorda College of Osteopathic Medicine

The Noorda College of Osteopathic Medicine is seeking qualified candidates to support our unique, innovative curriculum designed for a modern day Medical School. We currently have received the rights to admit students in the accreditation process with the Commission of Osteopathic College Accreditation for Fall of 2021. We are located in the beautiful Utah Valley in Provo surrounded by the Wasatch mountain range and Utah Lake. Our campus is in development for completion in the summer of 2022 with enrollment beginning August of 2021.

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