Executive Assistant - Senior Associate Dean’s Office

Join the Senior Associate Dean’s Office (SrADO) and engage in a collaborative environment that values growth, excellence, and innovation. The Executive Assistant provides high-level administrative support to the Senior Associate Dean’s Office, facilitating smooth operations across various departments under the Senior Associate Dean’s (SrAD) supervision. This role requires excellent organizational, communication, and problem-solving skills, with an emphasis on handling sensitive information, coordinating complex schedules, and ensuring seamless workflow within the SrADO and related departments.

This position is ideal for an organized and proactive professional eager to support leadership in achieving strategic objectives. The ideal candidate will demonstrate resourcefulness and show an interest in learning all aspects of the position and responsibilities of the SrADO.  This individual is expected to follow all requirements regarding work and attendance as established by university rules, department policies and procedures.

The primary responsibilities involve learning multiple software platforms, understanding the regulatory framework, planning/organizing, performing administrative duties, data-entry input and extraction, report generation, project management and event planning and coordination. 

As a member of our team, the EA is an active participant in our strategic initiatives, serving as staff on various SrAD committees. Exceptional interpersonal skills, both written and verbal, are essential in fostering effective communication and building strong working relationships within our office and across the university. Our department places a strong emphasis on confidentiality, and the understanding of its importance is crucial in maintaining the integrity and trust within our team.

This Executive Assistant:

Position Description is intended to be a basic outline of the initial primary responsibilities and may not encompass all the duties that an individual employee may be asked to perform. This Position Description is subject to change without advance notification. Other duties to be assigned, as necessary.

• Executive Administrative Support
  1. Serve as the primary administrative support for the SrAD, coordinating their calendar, including scheduling meetings, appointments, and travel arrangements. Coordinate and organize meetings, including preparing agendas, materials, and follow-up actions.
  2. Prepare, write, review, edit, publish and distribute communications, such as memos, emails, meeting agendas, reports, letters, documents, and presentations. Keep and maintain minutes of meetings involving the SrAD. Ensure all materials align with the SrAD’s priorities and objectives.
  3. Act as the primary point of contact for internal and external communications, including responding to inquiries, fostering collaborative relationships, drafting correspondence, and handling sensitive information with confidentiality and discretion.
  4. Support the Academic Integrity, Conduct, and Professionalism, Clinical Chief, and other SADO Committees, including related reports and projects. Be familiar with and follow appropriate institutional policies & procedures, as well as laws and regulations governing medical education (i.e.: FERPA (Family Educational Rights and Privacy Act))
  5. Maintain physical and electronic filing systems and support the use of software platforms essential to the Dean’s office, such as Office 365, Canvas, Zoom, Teams, Lucid Chart, SmartSheet, Lecturio, Qualtrics and other software programs and institutional systems.
• Departmental Coordination and Oversight
  1. Assist in the development, management, and evaluation of administrative processes within the SrADO, including HR-related tasks, record-keeping, and compliance with institutional policies, departmental budgets and expenditures, processing reimbursements and shipping products/information to Touro partners and collaborators when required.
  2. Process travel/conference approvals, room reservations, and catering requests for SrADO events.
  3. Assist with recruitment, faculty development initiatives, and the management of contracts for clinical faculty services.
  4. Participate actively in strategic initiatives, serving as support staff on committees and task forces as needed, and assist with committee meeting minutes and action items.
  5. Collaborate with department leaders to support the operational needs of departments overseen by the SrAD and the Dean’s office when applicable.
• Project Management and Event Coordination
  1. Support key projects under the Senior Associate Dean’s purview, coordinating timelines, tracking milestones, and providing regular updates. Assist with data collection, analysis, and report preparation for departmental projects.
  2. Coordinate project and event meetings, manage action items, and follow up with team members to ensure project/event goals align with institutional priorities.
  3. Develop and streamline workflows, ensuring efficient coordination across departments involved in project/event initiatives.
  4. Coordinate room reservations, catering requests, and travel arrangements as needed, managing budgets and tracking expenses for events.
  5. Prepare event materials, handle RSVPs, and act as an on-site contact to address issues, ensuring smooth event execution.
• Other duties and responsibilities as assigned.

• Bachelor’s Degree preferred (not required), or equivalent job experience in a healthcare/academic/business setting.
• Strong project and event coordination experience, with attention to detail and excellent organizational skills.
• Ability to take initiative and work independently or collaboratively in a dynamic environment.
• Ability to manage multiple priorities, triage needs, and meet deadlines in a dynamic environment.
• Work experience that demonstrates a confident and professional work style, including respect for confidentiality, the ability to exercise good judgment in stressful circumstances, ability to meet deadlines, be detail-oriented and be flexible with job assignments.
• Interpretation of department/college policies and procedures; assists with the development and implementation of new internal policies and procedures.
• Demonstrated proficiency in Microsoft Office Suite and an ability to learn new software applications.
• Exceptional written and verbal communication skills, with a professional and collaborative demeanor.
• Customer service orientation, with the ability to communicate professionally with faculty, staff, and external partners.

CORE COMPETENCIES:  

• Strong organizational skills 
• Ability to multi-task 
• Ability to interpret a variety of instructions.  
• Ability to function with limited supervision and to prioritize and meet deadlines. 
• Strong computer skills (Microsoft Office: Word, Excel, Outlook, PowerPoint...)
• Ability to learn “specialty/custom-designed” software programs.
• Excellent verbal and written communication skills; customer service and interpersonal skills; ability to interact with administration, faculty, staff, students, and external entities or partners. 
• Experienced working with other people in stressful situations 

PHYSICAL DEMANDS:

LIFTING REQUIREMENTS:

WORK ENVIRONMENT:

VISION REQUIREMENTS:  Must meet DMV vision requirements.

TYPICAL NOISE LEVEL:  Low