"Executive Administrative Assistant"

The Executive Administrative Assistant provides high-level administrative and operational support to the Associate Dean for Pre-Doctoral Education and Student Life in the College of Dentistry. This role requires strategic oversight of daily operations, executive support, event coordination, academic program assistance, and student services. Operating with minimal supervision, this position ensures efficiency in scheduling, communication, committee coordination, and data management while acting with professionalism, confidentiality, and tact in sensitive discussions. In addition, 15% of this position provides administrative support mainly consisting of scheduling, communication, and data management to the Associate Dean for Graduate Education, Admissions, and Institutional Outcomes.

Executive Support & Office Management:

• Serves as a trusted representative of the Associate Dean for Pre-Doctoral Education and Student Life.
• Reviews and processes email and other materials to ensure completeness and accuracy.
• Manages complex calendar scheduling, prioritizing meetings and appointments.
• Coordinates travel arrangements, including logistics for transportation, lodging, and dining reservations.
• Monitors budget, oversees expense reporting and financial reimbursements.
• Ensures office operations run smoothly, overseeing personnel documentation, purchasing supplies, memberships, and handling confidential documents.
• Provides scheduling support to the Associate Dean of Graduate Education, Admissions, and Institutional Outcomes.

Academic Program Coordination & Student Support:

• Maintains academic visitor records (e.g., visiting professors, externship students, independent continuing education participants).
• Manages updates to academic documents, course booklist, and web-based resources.
• Works with outside organizations to facilitate student board exams and residency application processing.
• Provides backup support for the College Registrar, managing classroom scheduling, lecture capture systems, student grades, and graduation verifications.

Committee & Special Event Management:

• Provides administrative support to key committees, including the DDS Curriculum Committee, Student Professional Conduct Committee, and Academic Progress Committee.
• Manages logistics for meetings, drafts minutes, compiles research, and reports findings.
• Leads planning and execution of OAA special events, selecting venues, coordinating catering, assigning tasks, and liaising across departments.

Research & Strategic Analysis:

• Conducts research on academic policies, programs, and institutional procedures, advising leadership on findings.
• Collects and organizes data to prepare strategic reports for administrative decision-making.

Work Schedule: Monday Friday, 7:30am 4:30pm

Physical Requirements: Work is performed primarily in an office setting, requiring sustained periods using a keyboard and computer. Requires sufficient mobility to function effectively in an office environment. Ability to lift 25 pounds with or without accommodation.

Experience and Education:

Required:

• Bachelor's degree or equivalent experience
• Strong written and verbal communication skills with demonstrated ability to exercise discretion and confidentiality
• Proficiency in Microsoft Office (Word, Outlook, Excel, One Drive, PowerPoint) and project management
• Experience managing office procedures, best practices, and high-priority projects
• Exceptional organizational, problem-solving, and prioritization skills
• Ability to juggle multiple projects while maintaining a solution-oriented mindset.

Desired:

• 2 years of relevant experience including: Experience providing executive administrative support in a higher education or college setting
• Experience with complex schedules and creating technology solutions to increase efficiency.

Pay range: $24.76 - $32.33

Function: Business Planning and Operations

Subfunction: Administrative Assistance

Career Band: Individual Contributor - Specialized

Career Level: S1