Executive Assistant

Job Details

The Executive Assistant to the Dean provides high-level administrative, operational, and strategic support to the Dean of the Jefferson College of Rehabilitation Sciences. The position serves as a central point of coordination for the Dean’s office, ensuring efficient daily operations, effective communication, and seamless support for academic, clinical, research, and administrative initiatives. The Executive Assistant exercises discretion, sound judgment, and professionalism while managing confidential information and representing the Dean’s office to internal and external stakeholders.

Job Description

ESSENTIAL FUNCTIONS:

• Provide comprehensive administrative support to the Dean’s office, including complex calendar management, meeting coordination, travel arrangements, and correspondence.
• Serve as the primary liaison between the Dean’s office and faculty, staff, students, university leadership, clinical partners, and external constituents.
• Prepare, review, and edit correspondence, reports, presentations, agendas, and briefing materials on behalf of the Dean’s office.
• Coordinate college-level meetings (e.g., executive leadership, faculty committees, advisory boards), including scheduling, materials preparation, minutes, and follow-up actions.
• Manage confidential and sensitive information with the highest level of discretion and professionalism.
• Support strategic initiatives by tracking deadlines, monitoring progress on key priorities, and facilitating follow-up with interested parties.
• Assist with academic and administrative processes such as faculty affairs, accreditation support activities, policy documentation, and data requests.
• Maintain organized electronic and physical records for the Dean’s office in accordance with university policies.
• Facilitate onboarding and coordination for new faculty, staff, and leadership as directed.
• Monitor and respond to inquiries directed to the Dean’s office, prioritizing and routing matters appropriately.

OTHER FUNCTIONS AND COMPETENCIES:

• Support special projects, events, and initiatives for the College, including commencement activities, retreats, recognition events, and accreditation visits.
• Assist with budget-related administrative tasks such as expense tracking, purchasing requests, and reconciliation as assigned.
• Coordinate communication and logistics for visiting speakers, consultants, and external reviewers.
• Provide backup administrative support to other college leadership offices as needed.
• Participate in university and college committees or working groups as assigned.
• Perform other duties as assigned to support the mission and strategic goals of the college.

Competencies

Professional & Interpersonal

• Exceptional professionalism, diplomacy, and customer service orientation.
• Ability to build and maintain effective working relationships.
• Strong written and verbal communication skills.

Organizational & Administrative

• Advanced organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• High attention to detail and accuracy.
• Ability to work independently, anticipate needs, and exercise sound judgment.

Confidentiality & Ethics

• Demonstrated ability to handle confidential and sensitive information appropriately.
• Strong ethical standards and commitment to institutional policies and procedures.

Technical & Operational

• Proficiency with office productivity tools (e.g., Microsoft Office, email, calendaring, document management systems).
• Ability to learn and effectively use university administrative systems and technologies.

Academic Environment Awareness

• Understanding of or ability to learn academic, clinical, and accreditation processes within health sciences environment.
• Adaptability and flexibility in a dynamic academic setting.

EDUCATIONAL/TRAINING REQUIREMENTS:

• Bachelor’s Degree required in Business, Health Administration or related field or demonstrated job experience.

EXPERIENCE REQUIREMENTS:

• 5 years of experience in administrative support roles is required, in an academic setting is preferred.

ADDITIONAL INFORMATION:

• Proficient PC skills in MS Word, Excel and database software are required.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Thomas Jefferson University

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