Executive Assistant I

TITLE:                       EXECUTIVE ASSISTANT I

DEPARTMENT:       Mervyn M. Dymally College of Nursing

 

JOB CODE:                    EAI

DATE:                            03/05/2010(rev 07/01/2024)

REPORTS TO:               Dean, College of Nursing

DLSE STATUS:              EXEMPT

PAY RANGE:       $68,480-$75,269

The Executive Assistant will perform complex and varied administrative duties in providing professional assistance in the day-to-day functions to the Dean, College of Nursing and assisting in complex logistics utilizing advanced skills in administrative assignments which requires diplomacy, confidentiality, independent judgment, a liaison in communications, establishing a rapport with department heads, faculty, and staff.

Essential Duties and Responsibilities:

• Provide confidential administrative support and control access to sensitive information. Maintains confidential files ensuring quick retrieval at the Dean’s request.
• Coordinate office space/cubicle buildout with Facilities
• Interface with Administration and Strategic Advancement on financial reports, procurement, and grant accounts, and with HR for job postings and new hires.
• Compose and produce business correspondence, reports, and related materials. Collect and organize data and determine appropriate formats for displaying results.  Execute special projects, monitors deadlines, and initiate follow-up.
• Oversee all clerical and administrative support functions. Train, and develop all temporary staff and work-study students.
• Manages calendars, emails, and handling of confidential documentation discretely and professionally in all aspects of this position
• Monitor a variety of account expenditures, maintain and reconcile details of internal department budgets for various accounts; inform management of irregularities and proceed with correction action.
• Coordinates the preparation, development, and distribution of documentation along with updating and maintaining all filing of documentation.
• Submission of expense reports, invoices, knowledge of the eRequester system, follow up that all documentation is submitted correctly and paid on time.
• Reviews and assists in preparation of consulting contracts, facilitate payments and communicate with consultants.
• Ensure confidentiality
• Serves as the liaison for the Executives with their direct reports. Responding to inquiries and requests, calendaring meetings, agenda, meeting notes, and assisting the Dean as needed.
• Develop agenda and facilitate team meetings for Leadership Team, general MMDCON faculty meetings; Dean and Provost 1:1 meetings; workload faculty appointments; and MMDCON Community partner meetings.
• Keep immediate supervisor informed of activities of the School, particularly of major or unusual developments, and seek his/her council.
• Assist with budget planning process including internal operating budgets, which include calendaring of meetings, updating budget documents, budget financial reporting, etc.
• Assists at all College of Nursing projects as requested.
• Knowledgeable of departmental and University policies and procedures.
• Assists in creating/revising PowerPoint Presentations, creating Excel spreadsheets, charts, graphs, and pivot tables.

Other Duties and Responsibilities:

• Performs other work duties as requested and assigned
• This position will require some flexibility to work after hours.

Qualifications/Requirements:

 EDUCATION:

• Regionally accredited bachelor’s degree required; and/or equivalent of combined education and experience in a related field.

 EXPERIENCE:

• Three (3) years related experience, preferably in higher education or a corporate environment.
• Five years as an Executive Assistant
• Prior experiences providing confidential, administrative support to a senior executive
• Successful experience with project management

KNOWLEDGE/ABILITY/SKILLS:

• Self-starter who takes initiative. Able to identify and prepare deliverables for meetings.
• Ability to work in a fast-paced environment.
• Able to communicate professionally and effectively with internal/external stakeholders
• High-level critical thinking, analyzing and problem-solving skills
• Ability to make administrative/procedural decisions and judgments.
• Some experience with project management or leading a project management team is preferred.
• Ability to gather data, compile information, and prepare