Executive Assistant - Health and Rehab Sciences

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Job Title:

Executive Assistant - Health and Rehab Sciences

Department:

Medicine | Health and Rehabilitation Sciences

Position Summary

The Executive Assistant in the School of Health and Rehabilitation Sciences (SHRS) provides a broad range of administrative, logistical, and strategic support to Vice Dean and Director of SHRS ensuring their efficiency and effectiveness and manages day-to-day activities of the Director. Through expert support, the Executive Assistant serves as liaison for school administrative offices and key constituent groups, including staff, faculty, students, external visitors and more. Manages schedule, correspondence, committee responsibilities, and project work. Organizes and coordinates executive outreach and external relations efforts for administrative activities, including complex projects, and resolves problems.

The School of Health and Rehabilitation Sciences, led by the Vice Dean and Director of SHRS, has responsibility for the administration and coordination of all academic areas of the school, including those that advance faculty life, student academic experience, community engagement and more. The Executive Assistant will contribute to a collaborative school culture, working across teams and colleagues in SHRS administration to ensure a high functioning school environment.

The Executive Assistant must be creative and enjoy working within a large academic environment that is mission-driven and community-oriented. The Executive Assistant will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. 

Key responsibilities include, but are not limited to compiling reports, managing calendars, completing travel arrangements, initiating Workday transactions such as Requisitions, Spend Authorizations and Expense Reports, creating or modifying presentations and spreadsheets, ordering office supplies for the administration suite, scheduling meetings, preparing agendas and responding to correspondence. The Executive Assistant is also the PCard manager for the administration suite and is responsible for reconciling all expenses as well as managing vendor relations and submitting P.O. requests. This position will have the primary responsibility of coordinating and managing the day-to-day activities of the administration suite.  This position will also be responsible for ensuring policy adherence, professional image, and excellent customer service delivery to the school and leadership teams.  

Executive Support 60%

• Manages a broad variety of administrative tasks to aid in the success of the Vice Dean and Director of SHRS; collaborates with entire school staff to understand philosophical approach and priorities; screens and handles incoming phone calls, email and correspondences; manages complex calendars in order to determine strategic use of the Director’s time; manages and processes confidential and sensitive correspondence; reviews and prioritizes incoming electronic and written mail; records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itinera