Administrative Assistant

Reporting to the Associate Dean for Strategic Initiatives and Operations (ADSIO), the Administrative Assistant provides high-level administrative, operational, and project coordination support to the ADSIO, the Associate Dean for Clinics (ADC), and the Associate Dean for Research (ADR), as well as their respective programs and administrative areas.

This role supports the timely execution of program and organizational priorities by ensuring that all deadlines are met in a timely manner. The Administrative Assistant's primary objective is to ensure the effective and efficient operation of each Associate Dean's area of responsibility through proactive scheduling, thorough documentation, and consistent follow-up on decisions, action items, and reports.

Qualifications

• Demonstrated project management skills to coordinate complex, multi-stakeholder initiatives, track deliverables and timelines, and ensure completion of organizational priorities (Required)
• Ability to handle multiple demands and competing priorities while maintaining professional demeanor with faculty, administrators and staff. (Required)
• Demonstrated organizational skills to analyze situations and to plan ahead in order to prevent problems and promote efficiency. (Required)
• Demonstrated proficiency using a computer to perform word processing and database management projects with speed and accuracy using Microsoft Word, Excel, Outlook, PowerPoint, and Zoom. Skill in process improvement and workflow design and experience with enterprise systems to support process automation and digital operations (e.g. Visio, DocuSign, Excel, etc.) (Required)
• Ability to document decisions, action items / deliverables and timelines during committee and task force meetings and individual conversations with supervisor(s). Ability to analyze and synthesize operational and financial data to support reporting, performance tracking, and leadership decision-making. (Required)
• Demonstrated data entry skills to enter accurate information; typing skills to accurately type forms and other documents. (Required)
• Ability and willingness to point out inconsistencies/conflicts in materials that are submitted and/or reviewed by various committees. (Required)
• Strong analytical and problem-solving skills to evaluate complex information, identify key issues and patterns, and develop clear, logical conclusions and recommendations. (Required)
• General knowledge of the University's policies and procedures such as accounting, academic personnel and travel with the ability to interpret and apply them to administrative processes to ensure compliance and accuracy. (Required)
• Demonstrated knowledge of what constitutes confidential information and skill in maintaining confidentiality with regard to patient, faculty, staff, School and University information. (Required)
• Ability to identify appropriate University/School policies and procedures and take action in compliance with same. (Required)
• Ability to draft, edit, and publish website content and marketing materials related to SOD Administration, Strategic Initiatives & Operations, Clinics, and Research (Required)