Executive Administrative Assistant-COM- Executive Dean

University of Tennessee•Memphis, TN

23h•$24

About The Position

The Executive Administrative Assistant provides high-level administrative support to the Executive Dean, Chief of Staff, and other executive leadership in the College of Medicine, by conducting research, preparing reports, handling information requests, and ensuring the efficient operations of the office.

Requirements

Bachelor’s Degree (TRANSCRIPT REQUIRED)
Two ( 2) years of executive administrative experience; extensive calendaring experience; OR a combination of related education and work experience to equal six (6) years.
Strong verbal and interpersonal communication skills.
Excellent organizational skills with an ability to be proactive, troubleshoot issues, solve problems, and prioritize work.
Ability to multitask and balance a variety of projects.
Ability to communicate with diplomacy and tact and maintain discretion and confidentiality with sensitive information.
Ability to interact with members of the University community and statewide leaders effectively.
Ability to perform well under pressure and be able to change behavior in relation to other actions.
Ability to coordinate tasks and keep track of details and deadlines.
Ability to work with minimal supervision.
Strong customer service skills.
Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).

Responsibilities

Manages the daily operations of the Dean’s office.
Organizes, prioritizes, plans, and implements a schedule of commitments for the Dean, COS, and other senior leadership; maintains an electronic calendar of commitments and schedules meetings.
Serves as lead administrator by supervising office administrative staff and ensures all are afforded opportunities to enhance skills.
Plans dean’s, COS’, and other senior leadership's travel, makes reservations, files expense reports; processes invoices, procurement card reconciliations, and entertainment reimbursements for the Dean activities and other executive leadership's direct commitments.
Reads, researches, and replies to correspondence by drafting letters and documents, as needed; collects and analyzes information.
Drafts and edits reports, correspondence, articles, and presentations for the Executive Dean.
Manages timely processing of faculty chair recruitment, faculty performance, and other faculty-related processes.
Reviews and ensures CVs and other documentation, portfolios and presentations are complete before evaluations occur; informs Dean of problem areas.
Oversees college functions, receptions, and other special events including activities with the Development Office.
Serves as a representative of the Dean to internal and external constituents which includes affiliate hospitals, sponsors, parents, faculty, students, and campus visitors.
Performs other duties as assigned.