Executive Assistant - Western University of Health Sciences : Job Details

Posting DetailsAbout WesternU As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others.Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.Posting Details Position Title Executive Assistant Position Control Number A02308 Type of Position Administration Position Status Full-time Department 1480-COMP Northwest Campus Campus Western University Campus-Lebanon, OR Position Location Oregon Job Summary Streamlines workflow and manages administrative affairs in the Office of the Site Dean of COMP-Northwest. Manages various administrative projects relating to the day-to-day and long-term functions.Knowledge, Skills and Abilities Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Must be capable of exercising independent judgment in making decisions regarding the Site Dean's schedule, addressing issues involving the Site Dean, and determining which matters should be delegated to others.
• Must handle sensitive issues with utmost discretion and maintain strict confidentiality at all times.
• Demonstrated ability to efficiently manage and coordinate complex meeting schedules and arrangements.
• Possess exceptionally strong verbal and written communication skills. Demonstrated strong interpersonal and customer relations skills to effectively interact with faculty, students, administration, staff, and external contacts.
• Strong problem-solving skills with a proven reputation for taking initiative when needed and appropriate.
• Must exercise excellent independent judgment and represent the Site Dean in a highly professional manner to both internal and external constituents.
• Ability to prioritize and effectively manage crises involving upset customers or faculty members, advocating for resolution of problems in a calm and efficient manner.
• Demonstrate the ability to work in a fast-paced environment, be flexible in job assignments, and maintain strict adherence to deadlines.
• Advanced computer skills with demonstrated experience using office software and email applications, including MS Word, Excel, PowerPoint, and MS Outlook or other calendaring systems.

Required Qualifications

• Education: BS/BA degree.
• Experience: 5+ years prior executive assistant level experience.

Preferred QualificationsEssential Job Duties Key Responsibilities Office Administration including Crisis Management and Continuous Improvement:

• Oversees the daily operations of the Office of the Site Dean, including managing office supplies, equipment, and facilities. Ensures a professional and efficient working environment. As directed, leads work direction for administrative staff in the Office of the Site Dean, COMP-Northwest.
• Handles urgent situations and crises involving stakeholders with calmness and efficiency. Provides immediate support and escalates issues as appropriate.
• Streamlines workflow in the Office of the Site Dean by delegating and managing assigned projects. Identifies opportunities for process improvement within the Office of the Site Dean. Implements changes to enhance efficiency and effectiveness.

Key Responsibilities Schedule Management and Travel Coordination:

• Manages and maintains the Site Dean's complex calendar, including scheduling meetings, appointments, and travel arrangements. Prioritizes and coordinates time-sensitive requests and ensures efficient time management. Responds to inquiries or requests for information or refers to supervisor, as appropriate.
• Arranges, coordinates and secures comprehensive travel logistics to include itineraries, transportation and accommodations for the Site Dean and visitors to the College. Reviews and expedites travel expense reports.

Key Responsibilities Document Preparation:

• Coordinates written communications to and from the Office of the Site Dean, including preparing correspondence, reports, and presentations as directed by the Site Dean. Must be able to initiate correspondence in anticipation of the Site Dean's response on routine matters. Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials. Guides the work of other staff producing these materials. Ensures accuracy, completeness, and adherence to institutional standards. Initiates follow up action when Site Dean issues memos or letters requiring addressee to take action.

Key Responsibilities Meeting Coordination:

• Organizes and coordinates meetings, including preparing agendas, gathering and distributing necessary materials, and taking minutes including COMP-Northwest's Executive Leadership Team and other meetings as necessary. Ensures follow-up on action items from meetings.

Key Responsibilities Communication Liaison:

• Engages in extensive public contact with COMP-Northwest partners, political figures, community leaders, constituencies, senior management, deans, faculty, students, and prospective students.

Key Responsibilities Event Planning:

• Coordinates public relations functions, as assigned, such as special events, conferences, seminars, etc. Arranges for sites, facilities, catering, guest accommodations, etc.

Key Responsibilities Project Support:

• Provides administrative support for special projects and initiatives led by the Site Dean. Monitors progress, tracks deadlines, and coordinates resources as needed.
• Coordinates production and/or distribution of promotional materials. Develops promotional materials and proofreads programs, letters and publications.

Key Responsibilities Information Management:

• Maintains and organizes confidential files, records, and databases. Ensures secure handling and storage of sensitive information.

Key Responsibilities Policy and Procedure Adherence:

• Ensures adherence to institutional policies and procedures. Provides guidance to staff and stakeholders on administrative protocols and best practices.

Key Responsibilities Other:

• Performs other related duties as assigned or requested. The University reserves the right to add or change duties at any time.

Posting Details Continued Work Schedule

• 40 hours per week. Some evenings and weekends may be required.

Working at WesternU We believe in making an impact in the lives of our employees, personally, and professionally. Every employee has different individual and/or family needs. We offer benefits that are both comprehensive and flexible to address your unique needs. We believe work-life harmony is positive and achievable.We offer competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits. Additionally,• Our faculty, staff, and administrators are 100% focused on student success.• Our University culture creates the context for a nurturing and supportive environment.• Faculty, staff, and students can expect to make deep, personal relationships within the University community.• As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.• WesternU's core value of humanism encourages all to bring their whole self in all that they do.• We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people!Expected Pay Scale Minimum $68,000.00 Annually Maximum $78,000.00 Annually