Executive Assistant to the Vice President for Health Affairs & Dean of the College of Osteopathic Medicine
Full Time
Biddeford, ME 04005
Posted
Job description
The Executive Assistant to the Vice President for Health Affairs & Dean of the College of Osteopathic Medicine manages office operations, including a wide range of secretarial and administrative support functions, and serves as primary point of contact for all external and internal constituencies.
UNE offers a generous comprehensive benefits package to eligible employees. The package includes varied health and dental plans; a retirement plan that includes up to an 8% match; extensive paid leave including holidays, vacation, sick and personal time; and educational benefits. Please visit the Human Resources Benefits site ( https://www.une.edu/hr/benefits) for additional information regarding UNE’s fantastic benefits package.
UNE offers a generous comprehensive benefits package to eligible employees. The package includes varied health and dental plans; a retirement plan that includes up to an 8% match; extensive paid leave including holidays, vacation, sick and personal time; and educational benefits. Please visit the Human Resources Benefits site ( https://www.une.edu/hr/benefits) for additional information regarding UNE’s fantastic benefits package.
Responsibilities
- Acts as a resource to enhance and improve the VP Health Affairs and Dean’s productivity.
- Supports VPHA and Dean in all responsibilities.
- Maintains records of meetings and correspondence.
- Assists in gathering meeting materials, taking minutes.
- Optimizes schedules and manages appointments with internal and external stakeholders, partners, clinical campuses, donors, faculty, staff, students, parents, etc.
- Assists and enables remote decision making to keep projects on track.
- Serves in a public relations/customer service capacity as “front line” responder to external constituents as well as other internal university personnel.
- Filters and prioritizes all requests and contacts.
- Answers phone and greets visitors, screening calls, answering questions, taking messages, referring to other personnel/offices as appropriate.
- Triages phone calls and emails to the Office of the VP/Dean 24/7; identifies back-up support and arrangements when necessary.
- Screens and distributes mail, flagging important documents and deadlines.
- Maintains close relationships with external Executive Assistants (AACOM for Board of Deans and other national/professional organizations).
- Works with UNE Communications Department to coordinate all interviews and interactions with press and media.
- Arranges meetings, luncheons, dinners, and other special events; distributes meeting agendas, follows up on actions as appropriate.
- Manages special announcements (i.e. births, deaths, awards, promotions).
- Acts as a liaison between Office of the Vice President for Health Affairs & Dean and other UNE senior administrators and direct reports.
- Confers regularly with the Dean and University administrators, staff, faculty and students to plan and coordinate events/activities, exchange information, investigate and resolve problems, and so forth.
- Works closely with the Executive Assistant to the President, and act in a leadership role with other Executive Assistants on campus.
- Meets monthly with all COM office and department managers to coordinate administrative support.
- Serves as back-up support for all COM department office managers.
- Keeps abreast of current University policies and procedures governing a broad scope of functions and programs to support a wide range of inquiries.
- Informally represents the Vice President for Health Affairs and Dean to various internal constituencies, referring unusual problems or issues directly as appropriate.
- Attends and assists where needed — COM White Coat, Hooding Ceremony, various alumni functions, and conferences.
- Types, proofs, and edits correspondence, reports, presentations and other materials as requested; drafts correspondence to a wide range of individuals and organizations for the VP/Dean’s signature.
- Coordinates travel arrangements and reconciles travel expenses.
- Organizes and maintains appropriate office filing and record keeping systems, including computer applications.
- Assists with accreditation and annual reporting as necessary.
- Maintains data and manage process regarding Review, Promotion, & Tenure of faculty reporting to the VP/Dean.
- Facilitates meetings and group visits with and for the Dean.
- Coordinates/carries out various special projects.
- Commits to actively fostering a welcoming culture of inclusion and diversity.
- Performs other duties as required.
Qualifications
Bachelor’s Degree with preferred coursework in Business Administration and five years of progressive responsibility in an administrative setting, preferably on the senior executive level.
- Experience in providing advanced administrative support is highly desirable or any equivalent combination of experience, education and training which provides the required knowledge, skills and abilities.
- Experience working in an academic environment prefered.
- A well-developed level of emotional intelligence.
- Thorough understanding of sound business management principles, policies and techniques, including good organizational and record keeping skills.
- Ability to work under considerable pressure, to adjust to constant changes and handle multiple tasks.
- Excellent written and oral communication skills; strong interpersonal skills and ability to communicate effectively.
- Highly proficient with Microsoft Office; experience with Banner and other academic computer applications helpful.
- Judgment, tact, and resourcefulness required.
- Ability to maintain a high level of confidentiality.
- Ability to work independently.
- Knowledge of safe working procedures and security measures related to work performed.
- Previous experience in office management and organizing and coordinating events.
- Good general understanding of higher education organizational and governance structures.
- Ability to represent the Dean, COM and deal effectively with a broad range of individuals and groups within and outside of the University system.
EEO Statement Summary
Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits and will not tolerate discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors will not be permitted to have an adverse influence upon decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.
COVID Vaccination Statement (PLEASE NOTE)
In order to protect the health and safety of the UNE community, UNE requires all students enrolled in classes on our campuses and all on-campus employees to be vaccinated for COVID-19 prior to the start of employment. The University allows for religious and medical exemptions to the policy. If you believe you are eligible for a medical or religious exemption to the vaccine policy you may seek the exemption through Human Resources after receiving this conditional offer of employment. Please note that no person to whom the policy applies will be finally employed or permitted to work if they are not vaccinated unless they request an exemption and are granted one.
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