Executive Administrative Assistant, Exec VP Health Affairs & Dean Bookmark this Posting | Print Preview | Apply for this Job

　　Posting Details

　　Position Information

　　About MSM

　　Morehouse School of Medicine ( MSM ) is a place of distinction, serving as the nation’s leading academic medical center for vulnerable populations. It’s also a place for passionate individuals looking to join a dedicated community working today to help prepare tomorrow’s leaders.

　　We exist to:

　　• Improve the health and well-being of individuals and communities;

　　• Increase the diversity of the health professional and scientific workforce;

　　• Address primary health care through programs in education, research and service;

　　With emphasis on people of color and the under-served urban and rural populations in Georgia, the nation and the world.

　　At Morehouse School of Medicine, we’re leading the creation and advancement of health equity. You will find a fulfilling career at MSM !

　　Posting Number NONAC3182

　　Job Title Executive Administrative Assistant, Exec VP Health Affairs & Dean

　　Position Title Executive Administrative Assistant, Exec VP Health Affairs & Dean

　　Position Type Non-Faculty

　　Number of vacancies 1

　　Salary Commensurate with experience

　　Department Dean's Office

　　Position Summary

　　Join our team as the Executive Administrative Assistant ( EAA ), a pivotal role dedicated to providing comprehensive support to the Dean of Morehouse School of Medicine and the Executive Vice President of Healthy Affairs. The EAA is entrusted with the critical responsibility of not only facilitating the executive’s duties but working closely with the Chief of Staff to ensure the Dean receives the essential administrative support required for success in their role.

　　The Dean’s schedule is exceptionally demanding, with numerous demands on their time. Therefore, the ideal candidate must excel in time management, maintain an organized calendar, proactively take initiative, contribute to various projects, provide crucial support for intricate meetings and events, exhibit flexibility, and adeptly respond to conflicting priorities. This role necessitates working at a fast pace while maintaining accuracy and diligence. A keen attention to detail and proficiency in Microsoft Teams tools and SMART sheets are prerequisites for this position.

　　Minimum Qualifications

　　Education:

　　Two-year degree in business administration, communications, or a related field. Experience:

　　Seven years of office administration, senior secretarial or related experience is acceptable in lieu of a two-year degree.

　　Two to four years prior experience providing administrative support at the Director or VP level.

　　Ability to thrive in a fast-paced environment and operate with a high sense of urgency.

　　Ability to observe strict confidentiality in all aspects of services provided.

　　Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients.

　　Strong proficiency in MS Office – including Word, Excel, PowerPoint & Outlook.

　　The ability to type or keyboard 60 accurate words per minute.

　　Preferred Qualifications

　　Education:

　　A bachelor’s degree in business administration, communications, or a related field. Experience:

　　Three years or greater of experience providing administrative support at the executive (“C-suite”) level.

　　Experience with meeting preparation and materials development including Board of Directors meetings.

　　Project management skills.

　　Ideal candidate will have worked in higher ed, academic health sciences, and/or academic medicine.

　　Proficiency in SMART sheet and other Project management tools.

　　Closing Date

　　Open Until Filled Yes

　　Special Instructions to Applicants

　　Quick Link https://careers.msm.edu/postings/19339

　　EEO Statement Summary

　　Morehouse School of Medicine is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Georgia State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Morehouse School of Medicine does not discriminate on the basis of race, age, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or gender identity or expression.

　　Job Duties

　　Description of Job Duty

　　Additionally, the EA often serves as the primary point of contact for students, external partners, and internal key stakeholders. In this capacity, they represent both the esteemed Morehouse School of Medicine brand and the specific office they support. The scope of responsibilities for this role includes, but is not limited to:

　　Time and Meeting Management

　　Provide the Dean with continuous calendar management, make domestic and international travel arrangements, manage expenses, and event registrations.

　　Keep the Dean on time, plan, remind, communicate, and prepare executive for each day, develop agendas, and provide other materials for meetings as necessary, enable executive to keep each day running smoothly and on time.

　　Utilize efficient time management with the nuances of complex administrative assistance at the executive level.

　　Support the Dean with department event coordination and streamlining administrative processes.

　　Arrange on and off-site meetings, events, appointments, and travel for departmental leadership with supporting materials.

　　Schedule and coordinate meetings, and/or special events which may include reserving facilities, coordinating needed equipment, and communicating with and handling the logistics for speakers and other vendors (e.g., catering, etc.).

　　Develops recommendations and recommends plans.

　　Organization and Travel Management

　　Establishes procedures and processes for setting up, organizing, and maintaining various departmental materials, files, etc.

　　Research and retrieve appropriate information upon request for internal and external use.

　　Prioritizes requests for meetings.

　　Prepares expense reports and prepares executives for daily activities.

　　Receives, reviews, and distributes incoming correspondence and mail appropriately.

　　Independently responds to routine matters and may compose or edit responses for executive’s signature based on knowledge of policies and procedures and supervisor’s views.

　　Operates standard office equipment including telephones, copiers, fax machines, and computers.

　　Executive Acumen

　　Maintain confidentiality in all aspects of executive, team and institution information.

　　Maintains and handles all confidential, complex, and sensitive matters and information discretely.

　　Operate independently and capable of competing tasks with minimal supervision.

　　High attention to detail.

　　Strong work ethic.

　　Capable of completing assignments with minimal supervision.

　　On occasion, may be asked to be available outside of regular business hours (e.g., evenings, weekends, etc.).

　　Communication

　　This role will include frequent communication and interaction with senior-level personnel and external collaborators. Relationship Building & Teamwork

　　Maintain excellent relationships with all parties, vendors, employees, students, and candidates to achieve the highest levels of customer service.

　　Serve as the internal and external liaison between the executive, his/her key stakeholders and their extended team, vendors, community leaders, strategic partners, faculty, and staff, etc.

　　In partnership with other Executive Assistants, Executive Administrative Assistants, or administrative staff from the Dean’s and other offices, host executive-level and other visitors and act as their point of contact to create a seamless experience.

　　Partner with other administrators across the institution to plan, coordinate, organize, train and work as a cross functional team on behalf of the executive.

　　Project Management

　　Ensure the Dean is informed of priorities, deadlines and challenges.

　　Respond to a wide variety of requests for information, policies and procedures, and executive action.

　　Prioritizes conflicting needs, handles all matters expeditiously, proactively, and follows-through to successful results.

　　Anticipate executive’s work, plan, and support the execution of delivery to meet deadlines for Board meetings, executive meetings, presentations, and meetings, etc.

　　Analyze needs and problems and recommend approach and priority.

　　Oversee the process for each assignment and keep every step of the process on track.

　　Provides support and assistance to the preparation for Board of Directors and Trustees meeting as needed.

　　Recommends protocols and best practices for the department, etc.

　　Other Duties as Assigned

　　Initiate and process employee transactions after review and approval.

　　Refer employees to appropriate area for interpretation of organizational policies.

　　Pre-Employment/Employment Requirements

　　All offers of employment are contingent upon successful completion of all pre-employment screenings.

　　Immunization

　　Immunization Requirements

　　It is MSM’s Immunization policy that all Prospective Employees are required to provide proof that they are vaccinated against COVID -19 prior to commencement of employment. If employment will commence during Flu Season, MSM requires all individuals to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless granted an exemption. Failure to provide proof of vaccination for any required vaccines or obtain an exemption from MSM will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

　　Posting Specific Questions

　　Required fields are indicated with an asterisk (*).

　　Please provide your salary requirement. Do Not Enter Negotiable, a specified salary range is required. Not providing a salary requirement will result in your application being incomplete and will not be considered. (Open Ended Question)

　　Applicant Documents

　　Required Documents

　　Curriculum Vitae or Resume

　　Optional Documents

　　Cover Letter