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Job Description Summary

The Executive Assistant’s primary responsibility is to provide support to the Associate Dean of the division. He/she provides back-up support to the chairs and faculty of academic departments within ACOM. The Executive Assistant serves as the first point of contact for the Alabama College of Osteopathic Medicine interacting with a wide variety of constituencies including college/hospital administrators, external agencies, corporate executives, attorneys, vendors, staff, faculty, students and visitors. He/she serves as a resource on office policies and procedures. Reporting directly to the Division Leader, the successful candidate will work independently, performing a wide range of complex and confidential administrative and clerical support duties.

Job Description

• Serves as the principal administrative contact and liaison with all academic and administrative constituents of ACOM and with external constituents, such as external agencies, corporate executives, attorneys, vendors, staff, faculty, students, and visitors;

• Reviews, assesses, routes, answers, monitors and follows up actions on correspondence;

• Works regularly on multiple technical applications, including word processing, database management, spreadsheets, graphics, presentation software, electronic calendar, email and others;

• Manages complex calendars; arranges meetings, appointments and travel; answers and routes phone calls; mail and emails; and maintains physical and electronic records;

• Assists with report writing and record keeping;

• Supports the Associate Dean in the preparation and editing of Division reports and publications as needed;

• Prepares travel arrangements as needed and processes reimbursement requests;

• Handles routine purchasing requests and maintains inventory of supplies for the Division

• Schedules and coordinates meetings and facilities, prepares meeting minutes, distributes minutes to appropriate individuals;

• Organizes major meetings including distributing materials, arranging for refreshments, preparing name tags and transcribing minutes;

• Performs routine administrative duties such as fax, copying, printing, filing etc.;

• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings and workshops;

• Makes recommendations to the Associate Dean for improvements in office procedures/systems;

• Performs other duties as assigned by the Associate Dean.

Position Qualifications

The ideal candidate must demonstrate the following qualifications:

Required:

• High school diploma or equivalency with 4+ years of related experience;

• Excellent interpersonal, verbal, and communication skills;

• Strong secretarial and administrative support skills, as well as advanced computer skills including knowledge of Microsoft Office;

• Demonstrated experience providing complex administrative support in a high-profile environment with tact and diplomacy;

• Ability to lift 25 lbs, with or without accommodation.

Preferred:

• 2-4 years of college and a minimum of four years’ experience as an administrative assistant or secretary in a fast-paced office, with preference given to college, university and/or physician office environment; education level will be partially considered in lieu of experience;

• Strong preference for an individual with strong writing skills and documents interest in improving the performance of the unit in the workplace by identifying and capitalizing on value-added opportunities;

• Superior organizational skills with an ability to work independently with strong attention to detail and an ability to interact diplomatically with a wide variety of constituents;

• Ability to work effectively as a team;

• Demonstrate initiative, strong customer service orientation and the ability to handle confidential information with discretion.

Shift

DayShift Details

First

FTE

1

Type

Regular

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Equal Employment Employer

Southeast Health is committed to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Southeast Health will provide reasonable accommodations for qualified individuals with disabilities.