Academic Administrative Assistant - Hybrid Newport Beach, CA

Company Description

As a leading healthcare education organization, Unitek Learning’s family of schools helps thousands of students launch and accelerate their careers every year. As a rapidly growing and highly successful company, Unitek is also a great place to pursue a rewarding and challenging career. We offer a competitive salary, generous benefits, unlimited growth potential, and a collegiate work environment.

Job Description

The Academic Administrative Assistant supports two National Deans and also provides support to the Provost/Chief Academic Officer and the Corporate Academics Team. This requires an exceptionally driven and resourceful professional, demonstrating a strong sense of ownership and an ability to make independent decisions through meticulous analysis, job knowledge, prioritization, and sound judgment. Hybrid position, required to go into the corporate office 1-3 days a week in Newport Beach, CA. Must live locally! 

• Proactively Manage the National Dean of VN/PN Programs Emails: Independently receive, analyze, prioritize and respond to emails directed to the National Dean, leveraging job knowledge and judgment to address inquiries, apply appropriate responses, escalation, and follow up. Utilize depth of knowledge and judgment to ensure timely and effective communication that aligns with the National Dean's preferences and priorities.
• Take a proactive role in managing the calendars for two National Deans, exercising sound judgment and decision-making capabilities.
• Calendar and Contact Management: Take charge in strategically determining the priority of meetings, exercising independent decision-making authority. Utilize analytical skills, knowledge, and independent judgment to align meetings with organizational objectives. Prioritize engagements to optimize the Deans’ time and ensure meaningful interactions that positively impact the organization.
• Independently plan and execute travel arrangements: Prioritize and coordinate travel plans with meticulous attention to detail, preparing comprehensive itineraries that enhance the Deans’ productivity and reflect positively on the organization. Exercise judgment to ensure that travel plans align with organizational priorities and the Deans’ schedule.
• Take on the responsibility of approving travel arrangements per corporate policy and budget, acting as the designated authority on behalf of the Deans.
• Active Meeting Participation with Detailed Meeting Minutes: Take ownership of meeting processes by actively participating and preparing detailed meeting minutes. Demonstrate independent judgment in capturing critical information, priorities, and action items, acknowledging the impact on organizational decision-making and follow-through.  Comprehensive Expense Report Preparation, Credit Card Reconciliation and Analytical Review: Assume responsibility for the preparation of expense reports and corporate credit card reconciliation, reviewing and processing all financial documentation for compliance and accountability with organizational policies. Independently manage incoming phone calls and emails, demonstrating ownership in promptly addressing inquiries and facilitating effective communication on behalf of the Deans. Prioritize and categorize messages with discernment, recognizing the importance of timely and efficient information flow. Take ownership of event planning and coordination, both on and off-site. Prioritize tasks to ensure seamless execution, recognizing the impact of well-coordinated events on the organization's professional image and stakeholder relationships.
• Exceptional communications, diplomacy, conflict management and de-escalation skills with diverse levels of management, students, faculty, board of directors, regulatory agencies, and the public.
• Exhibit polish and professionalism of written communication tasks, including editing and proofreading. Apply analytical skills to ensure accuracy, clarity, and professionalism in all written correspondence, recognizing the potential impact on the organization's image and relationships.
• Assume a leadership role in assisting with academic projects, and responsible for managing project documentation. Prioritize tasks and following up with the project teams to ensure project milestones are met, recognizing the impact of academic initiatives on the organization's reputation and success.
• Maintain project library and files.
• Take ownership of researching issues and topics, conducting both quantitative and qualitative analysis. Demonstrate analytical depth and independence in providing insights
• Coordinate Academic Department requests with Nursing, Marketing, Accounting, Legal, HR, and Compliance Departments. Prioritize effective collaboration, recognizing the interconnectedness of departments and the impact on organizational synergy.
• Report Generation; prepare and submit