POSITION OBJECTIVE

　　Working with a high degree of independence, the executive aide for the School of Medicine Dean's Office will manage the daily operations of the office to ensure that the office functions in a smooth, effective, and efficient manner, enabling the dean and chief of staff to devote their attention to providing leadership for the school. 

　　ESSENTIAL FUNCTIONS

　　Responsible for efficient running of the office.  Maintain calendars for the dean and chief of staff and coordinate all travel arrangements.  Serve as the information focal point with regard to the dean's and chief of staff's schedule.  Monitor the dean's and chief of staff's mail and take appropriate action as needed.  Serve as conduit for the Dean's Clinical scheduler. Maintain confidentiality for any and all conversations or messages that come into or are discussed in the Dean's Office Suite. (15%)

　　Serve as a link between the dean and chief of staff and the academic and administrative units of the school.  Set standards for providing excellent service to the departments and central offices. Process complex, highly confidential, strategic and time-sensitive information. Triage problems and issues and gather information for the dean and chief of staff to further evaluate.  Investigate and resolve matters of significance on behalf of the dean and chief of staff.  Compare and evaluate possible courses of conduct and recommend best course of action.  Understand the nature and relative importance of contacts that the dean and chief of staff may have including alumni, civic leaders, foundations, other academic institutions, accrediting agencies, state and federal government and corporate leaders.  Manage complex interfaces with a large number of external organizations and individuals as well as high level university administration. (15%)

　　Provide executive assistance to relieve dean of administrative type functions. Accept, screen, and redirect a incoming telephone calls for the dean and chief of staff; or place out-going calls on behalf of the Dean's Office. Serve as a link between the Deans's Office and the School of Medicine faculty.  This requires a knowledge and understanding of the academic functions and the school's bylaws.  Also requires sensitive awareness of the issues under consideration, an attention to detail, and an ability to anticipate needs, errors and omissions before they occur. (10%)

　　Participate in short- and long-term strategic planning and program implementation with the Dean and chief of staff.  Make recommendations to management on policies and procedures and actively seek out and suggest improvements to operations, including new procedures, documentation and training. Rely on experience, independent judgment and decision making to plan and accomplish goals.  Is empowered with a high degree of creativity and latitude. Assist with special projects. (10%)

　　Serve as a link between the Dean's Office and School of Medicine students.  This requires knowledge of university policies and procedures regarding both medical and graduate students as well as tact, courtesy, responsiveness, and diplomacy. (10%)

　　Assist peer Executive Assistant with candidate visits and events. Serve as the department HR liaison and travel coordinator; maintain a strong understanding of the university policies and procedures. Ensure that all forms are completed correctly and in a timely manner. (10%)

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