Executive Assistant - Senior Associate Dean's Office

Overview

Join our dynamic team at the Senior Associate Dean's Office (SADO) and be part of an environment that fosters growth and excellence. As a key member of our team, you'll have the unique opportunity to work closely with department leadership, offering your expertise and insights while also gaining valuable mentorship and guidance.

 

The Executive Assistant (EA) reports directly to the Senior Associate Dean.

 

The Executive Assistant will work primarily with:

 

• Senior Associate Dean
• Associate Dean of GME/PD
• Assistant Dean of GME/PD
• Assistant Dean for Faculty Development

 

The ideal candidate will demonstrate resourcefulness, show an interest in learning all aspects of the position and responsibilities of the SADO, and possess good problem-solving skills. This individual is expected to follow all requirements regarding work and attendance as established by university rules, department policies and procedures.

 

The primary responsibilities involve learning multiple software platforms, understanding the regulatory framework, planning/ organizing, performing administrative duties, and data-entry input and extraction.

 

As a member of our team, the EA is an active participant in our strategic initiatives, serving as staff on various SAD committees. Exceptional interpersonal skills, both written and verbal, are essential in fostering effective communication and building strong working relationships within our office and across the university. Our department places a strong emphasis on confidentiality, and the understanding of its importance is crucial in maintaining the integrity and trust within our team.

 

Click the link below to see some of the Benefits offered to our employees here at Touro University California!

 

https://touro.box.com/s/gqjrzr90tp7claj8n8n4zfkrkx6i8vxz

Responsibilities

This Tier-1 Executive Assistant:

 

Position Description is intended to be a basic outline of the initial primary responsibilities and may not encompass all the duties that an individual employee may be asked to perform. This Position Description is subject to change without advance notification. Other duties to be assigned, as necessary.

 

• Schedule and coordinate appointments and meetings, in-person or remote, and maintaining all department calendars.
• Keep and maintain minutes of meetings involving the SADO
• Prepare communications, such as memos, emails, meeting minutes, reports, and other correspondence.
• Write and edit documents, letters, reports, and instructional documents.
• Create and maintain filing systems, both electronic and physical.
• Verbal, written correspondence with students, Touro staff and faculty, representatives, partners, stakeholders via e-mail, fax, phone, and postal service.
• Learn and operate Office 365, Canvas, Teams, Zoom, Lucid Chart, Smart Sheets, Lecturio, Qualtrics, and other software programs that are used by SADO.
• Ship products/information to Touro partners and collaborators when required.
• Manage budgetary items including orders and processing departmental reimbursements
• Process travel/conference approvals, room reservations, and catering requests for SADO events.
• Develop, publish, and distribute SADO Reports.
• Support the Academic Integrity, Conduct, and Professionalism, Clinical Chief, and other SADO Committees, including related reports and projects
• Provide administrative support for SADO Recruitment, Faculty Development, and GME & Program Development
• Support clinical site billing and contracts for clinical faculty services as overseen by the SADO
• Be familiar and follow appropriate institutional policies & procedures, as well as laws and regulations governing medical education (i.e.: FERPA (Family Educational Rights and Privacy Act))
• Assist the Dean’s office when applicable
• Other duties and responsibilities as assigned.

Qualifications

• Bachelor’s Degree preferred (not required), or equivalent job experience in a healthcare/academic/business setting.
• Organizational and time management skills with meticulous attention to detail
• Ability to take initiative and work creatively and collaboratively with multiple stakeholders.
• Ability to triage/prioritize competing departmental needs.
• Work experience that demonstrates a confident and professional work style, including respect for confidentiality, the ability to exercise good judgment in stressful circumstances, ability to meet deadlines, be detail-oriented and be flexible with job assignments.
• Interpretation of department/college policies and procedures; assists with the development and implementation of new internal policies and procedures.
• Work well with different personalities in a professional manner

 

CORE COMPETENCIES:

 

• Strong organizational skills
• Ability to multi-task
• Ability to interpret a variety of instructions.
• Ability to function with limited supervision and to prioritize and meet deadlines.
• Strong computer skills (Microsoft Office: Word, Excel, Outlook, PowerPoint...)
• Ability to learn “specialty/custom-designed” software programs.
• Excellent verbal and written communication skills; customer service and interpersonal skills; ability to interact with administration, faculty, staff, students, and external entities or partners.
• Experienced working with other people in stressful situations

 

PHYSICAL DEMANDS:

                               

 

‑ ‑ ‑ Amount of Time ‑ ‑ ‑

 

NONE

UP TO 1/3

1/3 TO 2/3

2/3 OR MORE

STANDING

 

X

 

 

WALKING

 

X

 

 

SITTING

 

 

 

X

TALKING, HEARING

 

 

X

 

USING HANDS TO FINGER, HANDLE, FEEL OR WRITE

 

 

 

X

CLIMBING OR BALANCING

X

 

 

 

STOOPING, KNEELING, CROUCHING OR CRAWLING

X

 

 

 

REACHING WITH HANDS OR ARMS

 

 

X

 

TASTING OR SMELLING

X

 

 

 

SIGHT

 

 

 

X

KEYING

 

 

 

X

 

 

LIFTING REQUIREMENTS:

 

 

‑ ‑ ‑ Amount of Time ‑ ‑ ‑

 

NONE

UP TO 1/3

1/3 TO 2/3

2/3 OR MORE

UP TO 10 POUNDS

 

X

 

 

UP TO 35 POUNDS

 

X

 

 

UP TO 50 POUNDS

X

 

 

 

UP TO 100 POUNDS

X

 

 

 

MORE THAN 100 POUNDS

XX

 

 

 

 

WORK ENVIRONMENT:

 

 

NONE

LOW

MEDIUM

HIGH

WET, HUMID CONDITIONS(NON-WEATHER)

X

 

 

 

WORKING NEAR MOVING MECHANICAL PARTS

X

 

 

 

WORKING IN HIGH, PRECARIOUS PLACES

X

 

 

 

FUMES OR AIRBORNE PARTICLES

X

 

 

 

TOXIC OR CAUSTIC CHEMICALS

X

 

 

 

OUTDOOR WEATHER CONDITIONS

X

 

 

 

EXTREME COLD(NON-WEATHER)

X

 

 

 

EXTREME HEAT (NON-WEATHER)

X

 

 

 

RISK OF ELECTRIC SHOCK

X

 

 

 

WORKING WITH EXPLOSIVES

X

 

 

 

RISK OF RADIATION

X

 

 

 

VIBRATION

X

 

 

 

NEEDLE STICKS/BLOOD BORNE PATHOGENS

X

 

 

 

 

VISION REQUIREMENTS:  Must meet DMV vision requirements.

 

TYPICAL NOISE LEVEL:  Low

 

 

Maximum Salary

USD $65,000.00/Yr.

Minimum Salary

USD $60,000.00/Yr.