College of Osteopathic Medicine - Executive Assistant

D'Youville University•Buffalo, NY

10d•$55,000 - $60,000•Onsite

About The Position

Provides administrative, budgetary, and software support services to the administrators, faculty and staff of the School of Osteopathic Medicine, and reports to the Dean of the School of Osteopathic Medicine. Responsibilities: Manages administrative operations of the Dean’s Office in relation to day-to-day activities, as well as external committee(s), elected officials and other external constituency responsibilities. Create/maintain professional atmosphere in the School of Osteopathic Medicine. Handle correspondence incoming and outgoing. Schedule appointments with students, faculty, staff, college personnel, and visitors wanting to meet with the Dean. Assist in School committees including dissemination of information and meeting minutes. Purchase supplies for the School of Osteopathic Medicine. Maintain the overall budget for the School’s operative budget, projects and endowed scholarship. Create/manage databases to track and predict budget needs and expenditures for the School. Help the Dean with design, implement and generate assessment reports as required by accreditation standards, internal and external stakeholders, and College reports. Process purchase requisitions and requests for payment. Assist in monitoring department budget and expenditures. Manage the School’s calendar and related needs. May require interaction with facilities, and resolving logistical conflicts, such as scheduling; as well as, executing the event registration. Completes administrative duties to support the schools’ activities including development and maintaining time schedules, project events and office activities, including logistics with internal and external partners. Facilitate the Dean’s calendar to schedule appointments and engagements; arrange conferences and meetings; make travel, lodging and meeting room arrangements including refreshments/meals and other amenities; ensure agendas, maintain official records of such meetings in the form of minutes. Participates in leadership meetings, as needed. Aids with projects as assigned by the Dean. Pick up incoming mail, open, sort, and disseminate Answer routine inquiries and route technical inquiries to proper persons. Verify payment of invoices Coordinate events for outside vendors. Aid in the creation of reports for review, analysis and interpretation for appropriate internal and external stakeholders. Ensure that all required assessment data is disseminated to pertinent internal and external stakeholders as mandated by accreditation standards or as required by the University. Assist with projects on an as-needed basis, and other administrative assistant duties as assigned Use independent judgement to keep the Dean’s office informed of time-sensitive matters.

Requirements

Bachelor’s (preferred) degree
Experience in a business or educational setting.
Management background or equivalent professional history.
Good communication, written and verbal, and organizational skills
Respond in a timely, courteous, and professional manner
Excellent skills with MS Office: Access, Excel, Word programs, and other requisite software.
Ability to make decisions, work under pressure, and meet deadlines independently.
Maintain professional appearance.
Responsible and able to problem solve.
Must be able to multi-task in a fast-paced environment.
Ability to maintain confidentiality of information and data.
Demonstrate ability to interact with individuals from different cultures and professional backgrounds
Exercise “people skills” verbally and written.

Responsibilities

Manages administrative operations of the Dean’s Office in relation to day-to-day activities, as well as external committee(s), elected officials and other external constituency responsibilities.
Create/maintain professional atmosphere in the School of Osteopathic Medicine.
Handle correspondence incoming and outgoing.
Schedule appointments with students, faculty, staff, college personnel, and visitors wanting to meet with the Dean.
Assist in School committees including dissemination of information and meeting minutes.
Purchase supplies for the School of Osteopathic Medicine.
Maintain the overall budget for the School’s operative budget, projects and endowed scholarship.
Create/manage databases to track and predict budget needs and expenditures for the School.
Help the Dean with design, implement and generate assessment reports as required by accreditation standards, internal and external stakeholders, and College reports.
Process purchase requisitions and requests for payment.
Assist in monitoring department budget and expenditures.
Manage the School’s calendar and related needs.
May require interaction with facilities, and resolving logistical conflicts, such as scheduling; as well as, executing the event registration.
Completes administrative duties to support the schools’ activities including development and maintaining time schedules, project events and office activities, including logistics with internal and external partners.
Facilitate the Dean’s calendar to schedule appointments and engagements; arrange conferences and meetings; make travel, lodging and meeting room arrangements including refreshments/meals and other amenities; ensure agendas, maintain official records of such meetings in the form of minutes.
Participates in leadership meetings, as needed.
Aids with projects as assigned by the Dean.
Pick up incoming mail, open, sort, and disseminate Answer routine inquiries and route technical inquiries to proper persons.
Verify payment of invoices Coordinate events for outside vendors.
Aid in the creation of reports for review, analysis and interpretation for appropriate internal and external stakeholders.
Ensure that all required assessment data is disseminated to pertinent internal and external stakeholders as mandated by accreditation standards or as required by the University.
Assist with projects on an as-needed basis, and other administrative assistant duties as assigned Use independent judgement to keep the Dean’s office informed of time-sensitive matters.