Executive Assistant to the Dean (Program Management Specialist)
Department Information
The School of Public Health - Bloomington (SPH-B) is the third largest school on the Bloomington campus, with over 4,000 undergraduate students and over 500 graduate students enrolled in a given academic year, 220 faculty, and 130 staff in 5 departments (Applied Health Science, Environmental and Occupational Health, Epidemiology and Biostatistics, Health and Wellness Design, and Kinesiology). Several research and service centers operate within and across these units.
SPH-B has a commitment to promote health among all people through integrated multidisciplinary approaches to scientific endeavors, creative activities, educational practices, and community engagement. As an accredited school of public health, SPH-B ensures that its curriculum is grounded in foundational public health knowledge and skills.
Job Summary
The Executive Assistant to the Dean serves as a key member of the Dean's Office, providing high-level administrative and operational support to the Dean of the School of Public Health-Bloomington. This position is responsible for managing and coordinating the Dean's complex calendar and scheduling priorities, serving as a primary point of contact for internal and external stakeholders, and ensuring the efficient flow of information and communications. The Executive Assistant drafts and prepares correspondence on behalf of the Dean, including letters of recommendation, official communications, reports, and other written materials.
Department-Specific Responsibilities
- Manages the Dean's calendar, meetings, travel, and scheduling priorities.
- Drafts and prepares letters of recommendation, correspondence, and other communications.
- Serves as a liaison between the Dean's Office and internal and external stakeholders.
- Coordinates meetings, events, and related logistics for the Dean.
- Tracks and manages conflict-of-interest disclosures and related documentation.
- Maintains confidential records and supports the timely completion of administrative priorities.
General Responsibilities
- Collaborates with team members to develop program objectives and create policies to meet them.
- Coordinates program operation with all collaborative units.
- Monitors progress and maintains all necessary data bases.
- Actively recruits program participants and researches new venues and methods of recruitment.
- May provide guidance to support and temporary staff and coordinates workflow for the program.
- Researches available grants and assists creating funding proposals that further advance support of the program.
- Writes grant reports.
- Administers program budgets.
Qualifications
Required
- Bachelor's degree.
- Proficient written and verbal communication skills.
- Maintains a high degree of professionalism.
- Demonstrates time management and priority setting skills.
- Demonstrates a high commitment to quality.
- Possesses flexibility to work in a fast paced, dynamic environment.
- Seeks to acquire knowledge in area of specialty.
Preferred
- Exceptional organizational skills.
- Sound judgment, and discretion in handling confidential information.
- Ability to manage multiple priorities in a fast-paced academic environment while supporting the strategic goals and mission of the School.
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