Executive Assistant to the Dean, School of Medicine

The Rector & Visitors Of The University Of Virginia-posted 3 months ago
Full-time
Charlottesville, VA
Educational Services
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The University of Virginia is seeking a Special Assistant to support the Dean of the School of Medicine (SOM) onsite with efficient, effective, and accurate executive level support in a professional, friendly, and courteous manner. The incumbent in this position must possess a broad base of skills and experience to accomplish independent projects that require initiative, judgement, and administrative discretion. The incumbent will be an integral part of a highly valued team and work closely with SOM and UVA Health leadership. The incumbent's administrative duties are complex, diversified, and confidential, requiring a deep understanding of organizational policies, practices and their appropriate application. The ideal candidate is a polished professional with outstanding interpersonal skills, a flexible and adaptable approach, the ability to remain calm under pressure, and a proven track record of managing time effectively while consistently delivering high-quality work.

  • Assisting in the execution and management of projects specific to the Dean of the School of Medicine and overseeing the activities of the Office of the Dean, anticipating needs as appropriate.
  • Overseeing the progress of projects, action items, and strategies that emanate from the School of Medicine dean's office.
  • Effectively and proactively oversees the Dean's calendar, scheduling meetings and independently overseeing the coordination and execution of group meetings for leadership.
  • Drafting and managing the editing and publication of correspondence on behalf of the Dean's office.
  • Partnering and coordinating with internal stakeholders to support the mission of the School of Medicine.
  • Supporting meetings with agenda development, written summaries and execute follow-up on meeting outcomes and projects as needed.
  • Serving as the initial contact and follow-up for students, staff, and faculty requesting correspondence with the dean's office while using discretion and judgement regarding requirements for follow-up meetings with the dean's office.
  • Screening telephone calls, visitors, appointments, and opening, reading, and screening mail while using individual discretion on referrals and actions that need attention.
  • Responding to routine correspondence and emails.
  • Serving as liaison with University leadership, assisting in relationship building with various constituents and leadership offices.
  • Coordinating meetings, including preparing agendas; identifying meeting participants; and collecting, preparing, and distributing briefing materials.
  • Independently manage executive level travel program.
  • Assisting in managing expense accounts and budgets.
  • Responsible for establishment and oversight of the Dean's office electronic and paper file management program, ensuring materials are readily accessible for multiple users.
  • Plan, organize, resource, and oversee special events such as: retreats, lunches, logistics for Dean's meetings and other events for the School as directed.
  • Managing the flow of information to and from the dean's office for all venue types (forums, correspondence, speeches, conferences, retreats, etc.).
  • Preparing and distributing announcements to faculty and staff including maintaining select listserv(s) and email contact groups.
  • Assisting in coordination of recruiting efforts for the Dean.
  • Maintaining and updating the Dean's curriculum vitae and other documents.
  • Performing editorial review for a variety of academic documents (manuscripts, presentations, grant files, etc.) as needed.
  • Performing a variety of administrative duties that require a detailed understanding of organizational operations, policies, procedures and structures.
  • Bachelor's degree.
  • At least four years of relevant experience or Master's degree with at least one year of relevant experience. Relevant experience may be considered in lieu of a degree.
  • Highly organized, and demonstrate strong attention to detail with proven capabilities in managing projects and competing priorities.
  • Ability to work independently and as part of a diverse team in a collaborative setting.
  • Ability to communicate effectively, both verbally and in writing and assist with high-level correspondence.
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