Executive Administrative Assistant to the Dean and Vice President for Academic Affairs

Rocky Vista University•Englewood, CO

26d•$68,000 - $83,400•Hybrid

About The Position

Provide confidential and complex administrative assistance and clerical support to the Vice President of Academic Affairs and Dean of Rocky Vista University College of Osteopathic Medicine. Attend meetings and prepare minutes and reports for the VPAA and Dean; maintain confidential and sensitive information. Provides back-up assistance to other executives as needed.

Requirements

Ability to interact with faculty, staff and students in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
Expert-level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
Ability to interact with staff, faculty and students in a fast-paced environment.
Capable to work under pressure efficiently and with a high level of professionalism.
Outstanding organizational and communication skills.
Demonstrate strong computer skills, specifically Microsoft Office Products (Word, Excel, Outlook, and PowerPoint) and Adobe Pro.
Ability to discreetly handle confidential material.
Ability to plan, organize and schedule office priorities.
Ability to multi-task and problem solve innovatively.
Work effectively in a team-based environment.
Demonstrate effective time management skills and ability to meet deadlines
Ability to prepare and analyze documents, reports, and presentations.
Attention to detail and quality of work are essential.
Bachelor's Degree from an accredited institution in related field with significant C-suite executive assistant experience.
Commensurate combination of training and experience that provides the necessary knowledge, skills and abilities may be qualifying.

Nice To Haves

Previous experience successfully creating and/or modifying processes.
Ability to interact with internal senior staff and corporate-level administrators.
Experience coordinating events with external C-level officers and organization representatives.

Responsibilities

Oversee daily operations of the Office of the Dean, including administrative support, calendar management, mail/document routing, budget tracking, and coordination of special events and projects.
Serve as Confidential Assistant, preparing, proofreading, and processing complex and sensitive reports, letters, and memoranda.
Coordinate and support meetings for the Dean, including scheduling, agenda and document preparation, note-taking, and minute transcription for in-person and virtual formats.
Manage scheduling across multiple calendars, including meetings with internal departments, external stakeholders, and campus resource reservations (auditoria, conference rooms).
Document and support student meetings, including note-taking, transcription, posting to Navigate, and follow-up actions such as drafting letters.
Organize and manage student appeals, including documentation, collaboration with legal counsel, and drafting decision letters.
Coordinate travel and accommodations for the Dean and VPFA, using sound judgment and working with travel agents.
Support COCA accreditation activities, including gathering, organizing, and tracking documents as well as contributing to final report submissions and logistics planning for site visits.
Collaborate across departments to gather information and documents requested by the Dean, and provide cross-coverage within the Dean's Suite.
Manage digital files and platforms, including OneDrive and SharePoint document organization, editing, and finalization and conversion to PDF.
Assist with hiring processes, including iCIMS job postings, search committee coordination, resume collection, and candidate scheduling.
Prepare and manage presentations and event logistics, including PowerPoint slide decks for Board of Trustee and Town Hall meetings, and coordination for Match Day and graduation ceremonies.
Assist administration, faculty and staff in special projects as directed by the Dean of the Southern Utah Campus.