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Executive Assistant to the Campus Provost & Dean, College of Osteopathic Medicine

Job Locations US-CA-Vallejo
Requisition ID
2025-12173
Position Type
Full-Time
Schedule Shift
Day
Hours Per Week
38
Travel
None
Category
Administration
FLSA Status
Non-Exempt

Overview

The Executive Assistant (EA) provides high-level administrative, operational, and organizational support to the Campus Provost and Dean of the College of Osteopathic Medicine at Touro University California (TUC). This role serves as a trusted partner and liaison to internal and external stakeholders, ensuring smooth coordination of strategic initiatives, communications, budget activities, and key institutional events. The EA must demonstrate sound judgment, professionalism, and the ability to manage multiple priorities in a fast-paced academic and healthcare environment.

Responsibilities

Administrative & Executive Support

  • Manage and prioritize the Provost/Dean’s complex calendar, including scheduling meetings, retreats, and travel arrangements.
  • Prepare and edit correspondence, reports, presentations, and confidential documents on behalf of the Provost/Dean.
  • Serve as the first point of contact for the Provost/Dean’s office, prioritizing requests and maintaining effective and professional relationships with faculty, staff, students, senior leadership, and external partners.
  • Maintain and organize files, communications, and task tracking systems to support the operational flow of the office.

Operations, Budget & Strategic Coordination

  • Coordinate and follow up on major projects and initiatives led by the Provost/Dean, including campus-wide and college-specific goals.
  • Support leadership meetings, Town Halls, and strategic planning efforts through agenda preparation, minutes, and follow-up actions.
  • Assist in managing the COM Dean’s Office budget, including tracking expenditures, processing reimbursements, reviewing budget reports, and supporting procurement activities.
  • Liaise with Finance and other departments to ensure timely reconciliation and compliance with university budget policies.

Event Planning & Logistics

  • Lead planning and execution for major events such as COM Commencement, White Coat Ceremony, student luncheons, faculty recognition events, and executive leadership retreats.
  • Manage event logistics including venue reservations, catering, invitations, audiovisual needs, run-of-show schedules, set-up, and on-site support.
  • Collaborate with University Relations, Student Affairs, and external vendors to deliver impactful, mission-aligned events.
  • Prepare scripts, speeches, and speaking points for the Provost/Dean and coordinate event communications.
  • Support other college and campus events as needed

Communications & Relationship Management

  • Draft and distribute high-level communications, campus updates, and internal memos on behalf of the Provost/Dean.
  • Act as a representative of the Provost/Dean’s office in internal meetings and on planning committees, as needed.
  • Maintain excellent working relationships with university departments, system leadership, and external partners.
  • Facilitate monthly staff meetings for cross department communication and updates

 

Perform additional duties as assigned by the Provost/Dean.

 

SUPERVISORY RESPONSIBILITIES (if applicable): should reflect who the employee is supervising and what the expectations are.

 

·  This position may involve supervision of student workers, temporary staff, or event volunteers.

·  May coordinate and oversee work-study students and other staff when supporting or leading institutional events.

Qualifications

QUALIFICATION(S): is the Education, Training and/or related experience needed by the person to perform the job.

  • Bachelor’s degree required; Master’s degree or equivalent experience preferred.
  • At least 5 years of progressively responsible experience in executive-level support, ideally within higher education or healthcare.
  • Strong proficiency with Microsoft Office, Adobe, Zoom, Box, and collaborative platforms (e.g., Teams, project management tools).
  • Demonstrated experience with event planning and basic budget management.
  • Experience supporting a senior academic administrator with institution-wide responsibilities.
  • Familiarity with osteopathic medical education, institutional governance, and/or event protocol in an academic environment.

 

CORE COMPETENCIES:  Core competencies identify the behavior an employee is expected to demonstrate.

  • Exceptional organizational skills and attention to detail.
  • Outstanding communication (written and verbal) and interpersonal abilities.
  • High level of discretion in handling sensitive and confidential information.
  • Ability to prioritize tasks, meet deadlines, and adapt to shifting demands.
  • Professional, service-oriented demeanor with a proactive approach to problem-solving.

 

 

 

PHYSICAL DEMANDS:

                       

 

‑ ‑ ‑ Amount of Time ‑ ‑ ‑

 

NONE

UP TO 1/3

1/3 TO 2/3

2/3 OR MORE

STANDING

 

X

 

 

WALKING

 

X

 

 

SITTING

 

 

X

 

TALKING, HEARING

 

 

 

X

USING HANDS TO FINGER, HANDLE, FEEL OR WRITE

 

 

 

X

CLIMBING OR BALANCING

 

X

 

 

STOOPING, KNEELING, CROUCHING OR CRAWLING

 

X

 

 

REACHING WITH HANDS OR ARMS

 

X

 

 

TASTING OR SMELLING

X

 

 

 

SIGHT

 

 

 

X

KEYING

 

 

 

X

 

LIFTING REQUIREMENTS:

 

 

‑ ‑ ‑ Amount of Time ‑ ‑ ‑

 

NONE

UP TO 1/3

1/3 TO 2/3

2/3 OR MORE

UP TO 10 POUNDS

 

 

X

 

UP TO 35 POUNDS

X

 

 

 

UP TO 50 POUNDS

X

 

 

 

UP TO 100 POUNDS

X

 

 

 

MORE THAN 100 POUNDS

X

 

 

 

 

WORK ENVIRONMENT:

 

 

NONE

LOW

MEDIUM

HIGH

WET, HUMID CONDITIONS(NON-WEATHER)

X

 

 

 

WORKING NEAR MOVING MECHANICAL PARTS

X

 

 

 

WORKING IN HIGH, PRECARIOUS PLACES

X

 

 

 

FUMES OR AIRBORNE PARTICLES

X

 

 

 

TOXIC OR CAUSTIC CHEMICALS

X

 

 

 

OUTDOOR WEATHER CONDITIONS

 

X

 

 

EXTREME COLD(NON-WEATHER)

X

 

 

 

EXTREME HEAT (NON-WEATHER)

X

 

 

 

RISK OF ELECTRIC SHOCK

X

 

 

 

WORKING WITH EXPLOSIVES

X

 

 

 

RISK OF RADIATION

X

 

 

 

VIBRATION

X

 

 

 

NEEDLE STICKS/BLOOD BORNE PATHOGENS

X

 

 

 

 

VISION REQUIREMENTS:  Must meet DMV vision requirements

 

TYPICAL NOISE LEVEL:  High

Maximum Salary

USD $75,000.00/Yr.

Minimum Salary

USD $60,000.00/Yr.

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Touro University is an equal opportunity employer. Touro University treats all employees, job applicants, and students without unlawful consideration of race, ethnicity, religious creed, color, national origin, ancestry, sex (including pregnancy, childbirth or related medical condition), age, disability, medical condition, marital status, genetic information, sexual orientation, gender, gender identity, gender expression, military service or veteran status, citizenship status, or any other classification protected by applicable federal, state or local laws. We are committed to ensuring the fulfillment of this policy in all decisions, including but not limited to, recruitment, the administration of educational programs and activities, hiring, compensation, training and apprenticeship, placement, promotion, upgrading, demotion, downgrading, transfer, layoff, suspension, expulsion and termination, and all other terms and conditions of admission, matriculation, and employment.

Inquiries or complaints concerning the non-discrimination policies should be sent to Zachary Shapiro, 1310 Club Dr, CEO/Provost Suite, Vallejo, CA 94592, zshapiro@touro.edu (707-638-5459) or, alternatively, to the Chief Compliance Officer at compliance@touro.edu and 646-565-6000 x55330.