Administrative Assistant 1 - College of Osteopathic Medicine

advanced administrative, operational, and executive-level support to the Dean and senior leadership team within the College of Osteopathic Medicine. This position serves as a key liaison between the executive office and internal and external stakeholders, exercising sound judgment, discretion, and professionalism while managing complex administrative functions, confidential information, and executive priorities. The successful candidate will demonstrate exceptional organizational skills, a high degree of initiative, excellent communication abilities, and the capacity to manage multiple priorities in a fast-paced academic and healthcare environment. Executive Support Provide comprehensive administrative support to executive leadership, including calendar management, meeting coordination, and prioritization of appointments and commitments. Manage complex scheduling requirements involving faculty, university leadership, clinical partners, accreditation agencies, students, and external stakeholders. Prepare and coordinate meeting agendas, briefing materials, presentations, reports, and correspondence. Screen, prioritize, and respond appropriately to incoming communications on behalf of executive leadership. Anticipate administrative needs and proactively address issues to ensure efficient operations. Meeting and Event Coordination Coordinate executive meetings, committee meetings, retreats, faculty events, and special programs. Prepare meeting materials, record meeting minutes, track action items, and monitor follow-up activities. Facilitate logistics for accreditation visits, advisory board meetings, candidate interviews, and leadership events. Coordinate travel arrangements, itineraries, reimbursements, and event planning. Administrative Operations Develop, maintain, and improve office systems, procedures, and record-keeping practices. Manage confidential files, correspondence, and institutional records in accordance with university policies. Assist with budget tracking, purchasing processes, expense reconciliation, and financial documentation. Prepare reports and maintain data for executive review and decision-making. Support special projects and strategic initiatives as assigned. Communication and Relationship Management Serve as a primary point of contact for faculty, staff, students, university administrators, healthcare partners, consultants, and community stakeholders. Draft, edit, and proofread professional correspondence, reports, presentations, policies, and communications. Coordinate information flow among departments and ensure timely communication of executive decisions and priorities. Represent the executive office with professionalism, diplomacy, and customer-service excellence. Confidentiality and Professional Judgment Handle sensitive and confidential information with discretion and integrity. Exercise independent judgment in resolving routine issues and determining appropriate escalation of matters requiring executive attention. Maintain awareness of organizational priorities and align administrative activities accordingly. WORK SCHEDULE: Monday through Friday 8:00 AM to 4:30 PM Position Qualifications Minimum Qualifications: Qualifications may be obtained through graduation from an accredited four-year college or university or through an equivalent combination of education, training, and relevant work experience. Preferred Qualifications: Minimum of three years of progressively responsible administrative support experience. Experience in higher education, healthcare, medical education, or academic medicine. Demonstrated experience supporting senior leaders, executives, department heads, or administrators. Excellent written, verbal, and interpersonal communication skills. Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Strong organizational skills with the ability to manage multiple priorities and deadlines. Ability to work independently while maintaining a high level of accuracy and attention to detail. Demonstrated ability to maintain confidentiality and exercise sound judgment. Familiarity with university administrative processes, budget management, and meeting governance. Experience coordinating complex schedules involving multiple stakeholders.