Administrative Assistant to the Dean - Wright State University : Job Details

Position InformationPosition Information (Default Section) EEO Statement Wright State University is an equal opportunity employer.Faculty Rank or Job Title Administrative Assistant to the Dean Job Category: Administrative (exempt/non-exempt) Department School of Medicine Admin EEO number: 25H333 Position FTE 100%Minimum Annual or Hourly Rate 16.87 Salary Band: UC HR3 Job Summary/Basic Function: Provide direct administration of the Dean's office including coordination of activities that impact other organizational units of the Boonshoft School of Medicine (BSoM) and external partners, such as Premier Health offices. Serve as adviser to the Dean on organizational issues and questions as they pertain to support functions across the entire School of Medicine and educational functions at Premier Health, act on behalf of the Dean in a manner that reflects the Dean's priorities. Provide independent administrative support and necessary decision-making in the absence of the Dean; convey decisions to BSoM units. Perform a broad and complex set of assignments; taking appropriate independent action as needed to maintain the smooth, responsive and efficient operation of the Dean's Office.Serve as senior staff member and office manager, assume final responsibility and make independent decisions appropriate for the daily operation and management of the office, develop policies, procedures, and systems which ensure the productive and efficient operation of the office. Maintain an overall standard of excellence for the office consistent with University and BSoM policies and procedures, as well as national best practices.This position also supports with management of communications and social media on behalf of the Dean's Office, helping to shape and disseminate messaging across platforms and audiences to reflect the priorities and initiatives of the School.Minimum Qualifications Bachelor's degree and three years of experience supporting senior management OR an Associate's degree and five years of experience.Strong communication skills (both written and oral); skill in operating standard PC software applications (word processing, spreadsheets, etc.); skill in budget management techniques; knowledge of acceptable basic administrative techniques.Preferred Qualifications Previous experience specifically in event planning, coordination, and execution, especially within an academic or institutional setting, would be highly beneficial. This could include organizing conferences, seminars, academic forums, or other relevant events.Experience providing high level administrative support, including managing complex calendars, prioritizing activities, coordinating travel, prioritizing mail, screening telephone calls, and general office management.Relationship Management: Strong interpersonal skills and the ability to build and maintain relationships with various stakeholders such as faculty, staff, students, vendors, and external partners.Essential Functions and percent of time: Executive Administrative Support and Liaison (70%)

• Function as the primary point of contact and liaison with the School's top management team, faculty, staff and students. In addition, serve as the Dean's primary liaison contact with university administration including the President, Provost, Vice-Presidents, other administrative staff members and faculty, senior system leadership at Premier Health as well as other Dayton region hospital administrators, community leaders and administration from other medical schools.
• Collaborate with stakeholders across BSOM, Premier Health, and affiliated organizations
• Oversee Dean's schedule, collecting, organizing and providing data when required. Investigate and resolve or redirect issues/concerns that come to the Dean's Office prior to the need to schedule appointments directly with the Dean to resolve.
• Review all communications coming to the Dean and, where appropriate, summarize, prepare responses, and/or redirect to the appropriate office for action. Review all written correspondence generated by the dean's office as well as the coordination, preparation and dissemination of sensitive and/or confidential information.
• Provide problem-solving assistance to various BSoM units.
• Represent the dean on various committees and provide policy and procedure guidance to the following: top-level recruitment searches (department chairs, associate deans), department chair reviews, school-wide strategic planning.
• Staff the regularly scheduled Dean's Cabinet and Executive Committee meetings of the School, including the coordination of necessary supporting materials and formulate its minutes.
• Provide support, when requested, for other committees or working groups appointed by the Dean.
• Coordinate variety of events for BSOM, such as periodic accreditation visits, including all relevant logistical aspects.
• Represent the office at national meetings of the medical school deans' assistants.

Office Operations and Event Coordination (20%)

• Review and approve travel and WSU credit card expenditures.
• Coordinate special assignments/projects and perform miscellaneous job-related duties as assigned.
• Ensure compliance with both University and BSOM stated policy.
• Review and approve leave request for vacation and sick leave for all direct reports of the Dean or other proxys as requested

Faculty Support and Communications (10%)

• Oversee and coordinate the regular review process for department chairs.
• Manage onboarding process for new faculty and Dean's leadership hires including providing training on relevant systems.
• Oversee the BSOM Bulletin including reviewing submissions and collaborating

Essential Functions and percent of time (cont'd):Non-Essential Functions and percent of time:Working Conditions Fast paced office environment requiring a high level of attention to detail. This is a 40-hour-per-week position based in the College Office but will require a flexible schedule for event support (e.g., early mornings, evenings, and weekends).To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University before making an employment offer conduct various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.Special Instructions to ApplicantsPosting Date 08/04/2025 First Consideration Date: 08/14/2025 Closing DateOpen Until Filled Yes