Executive Assistant/Program Administrator, School of Medicine

Methodist University•Fayetteville, NC

19h

About The Position

Methodist University seeks two Executive Assistant/Program Administrators for its new School of Medicine, established in partnership with Cape Fear Valley Health in Fayetteville, North Carolina. One position supports the Academic Affairs Office and the other supports the Student Experience Office. Reporting directly to the Chief of Staff of the Medical School, each role provides high-level administrative and operational support to the Senior Associate Dean and the relevant program team. The successful candidate will be organized, communicative, adaptable, attentive to detail, and able to manage changing priorities while contributing to a culture of collaboration, professionalism, customer service, student-centered support, continuous learning, and excellence. The candidate will be committed to furthering the mission, vision, and goals of the College of Medicine and Methodist University.

Requirements

At least three years of administrative experience in higher education.
Some college training in business-related subjects and/or business college training, or a combination.
Experience with the Microsoft Office suite, including Teams, Excel, and Word.
Experience with virtual meeting platforms such as WebEx, Zoom, or Teams.
Exceptional organizational, communication, and time-management skills.
Ability to manage multiple priorities and adapt to evolving priorities.
Commitment to collaboration, professionalism, customer service, and student-centered support.

Nice To Haves

Experience in health professions education, student affairs management, or a similar area.
Bachelor's degree or higher.

Responsibilities

Provide high-level administrative and operational support to the Senior Associate Dean and the Academic Affairs Office or Student Experience Office.
Coordinate and manage complex calendars, schedules, appointments, meetings, and special events for the Academic Affairs Office.
Prepare, organize, and distribute meeting agendas, materials, minutes, and follow-up action items for committees, working groups, and leadership meetings.
Assist with planning, coordinating, and supporting programs, events, activities, and initiatives.
Prepare, proofread, edit, and distribute correspondence, reports, memoranda, presentations, forms, and other documents on behalf of Academic Affairs leadership.
Research, compile, analyze, and organize information and data for reports, presentations, and meetings.
Generate and prepare reports and supporting materials for internal and external meetings as requested.
Maintain confidential records, files, databases, and documentation, exercising discretion and safeguarding sensitive information.
Establish and maintain organized administrative, personnel, and office records, ensuring compliance with retention and purging procedures as appropriate.
Support committee operations by coordinating logistics, maintaining records, tracking action items, and facilitating communication among committee members.
Serve as a key point of contact for students, faculty, staff, and external stakeholders, providing customer service and professional support.
Coordinate office logistics, including purchasing supplies and materials needed for Student Experience programs, events, and daily operations.
Identify opportunities to improve workflows, processes, and administrative efficiency within the Academic Affairs Office.
Manage multiple priorities and deadlines in a dynamic, fast-paced environment with frequent interruptions.
Assist with special projects and assignments that advance the mission, vision, and goals of the School of Medicine and Methodist University.
Support School of Medicine events, activities, and initiatives as needed, including occasional attendance outside normal business hours, evenings, and weekends.
Demonstrate professionalism, adaptability, sound judgment, attention to detail, and commitment to continuous improvement.
Perform other duties as assigned.