Executive Assistant to the Dean UPDATED

Florida Atlantic University • Boca Raton, FL

2d • $50,000 - $60,000 • Onsite

About The Position

Florida Atlantic University's College of Medicine is seeking an Executive Assistant to the Dean - Boca Raton, FL. The Executive Assistant to the Dean of the College of Medicine plays a critical role in providing comprehensive administrative support to the Dean's office. This position is responsible for managing a wide range of administrative, communication, and coordination tasks to ensure the efficient operation of the Dean's Office and to support the College's strategic initiatives.

Requirements

• A high school diploma and five years of appropriate experience required.
• Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Nice To Haves

• Bachelor's degree from an accredited institution with a minimum of 3 years' experience.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Excellent written and verbal communication skills.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Demonstrate the highest level of customer/client service and response.
• Demonstrate ability to achieve high-performance goals, and meet deadlines in a fast-paced environment, seek opportunities, and proposes solutions.

Responsibilities

• Ensure a welcoming and professional environment for fellow FAU employees, students, visitors and guests.
• Manage calendars, appointments, and meetings, ensuring optimal time management and prioritization of tasks.
• Process and prepare spending and travel authorizations and expense reports/ reimbursement requests.
• Assist in managing the office phone bills for the Dean's office, Marketing & Communications, Staff Affairs phone bills and record keep the phone verification forms. Ensure staff submit their monthly verifications in a timely manner.
• Organize, schedule, and prepare materials for meetings, committees, and special events involving the Dean's Office. Attend meetings as needed, take minutes, and distribute follow-up action items.
• Provide backup as assigned including to review and approve Human Capital Management (HCM) actions via Workday such as job requisitions, hire requests, job changes, one-time payments, data changes, EESP requests, essential personnel designations, outside business activities, etc.
• Investigate and resolve problems and ensure that questions are handled in a professional and timely manner.
• Respond to confidential and sensitive information requests from the Provost’s Office as assigned by the Dean, conduct research, resolve issues and ensure established deadlines are met.
• Respond promptly and professionally to incoming and outgoing communications, including phone calls, emails, and mail, and respond to inquiries as appropriate. Disseminate general information about the College, programs, events, and services to visitors and callers. Maintain up-to-date knowledge of College activities to provide accurate and timely information.
• Draft, edit, and proofread correspondence, reports, presentations, and other documents (often of a highly sensitive and confidential nature), on behalf of the Dean's Office. Maintain confidential files, records, and documents related to College initiatives, projects, and administrative matters. Create and manage filing systems, both physical and electronic, to ensure easy access and retrieval of information.
• Coordinate Dean's Conference Room reservation requests promptly and efficiently.
• Administer, organize, schedule and provide logistical support for meetings, group visits and luncheons involving the Dean’s Office. Liaise with the Provost’s Office, IEA, and other departments/colleges as needed.
• Provide backup assistance as assigned by the Dean.
• Perform additional responsibilities and support special projects as needed, in alignment with the evolving needs of the Dean and the College of Medicine.

Benefits

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
• State retirement options including tax-deferred annuities and Roth 403(b) plans.
• State employees Public Service Loan Forgiveness (PSLF) program.
• Sick Leave Pool Program.
• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
• Paid Community Engagement Volunteer Service Day
• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees