Executive Assistant to Dean, School of Medicine

The University of Virginia is seeking an Executive Assistant to support the Dean of the School of Medicine (SOM) onsite with efficient, effective, and accurate senior level administrative support in a professional, friendly, and courteous manner. The incumbent will be an integral part of a highly valued team and work closely with SOM and UVA Health leadership. The incumbent’s administrative duties are advanced, diversified and confidential, requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices.

These functions require high-level discretion in handling confidential, sensitive, and timely information.

• Effectively oversees management of the Dean’s calendar, scheduling meetings and overseeing the coordination of group meetings for leadership.
• Drafting and overseeing correspondence.
• Partnering with internal stakeholders and may participate in meetings with agenda development, meeting summaries and project management.
• Serving as the initial contact for students, staff, and faculty who contact the dean’s office.
• Screening telephone calls, visitors and appointments, providing information or referrals appropriately, and opening, reading and screening mail.
• Responding to routine correspondence and emails as instructed.
• Serving as liaison with University leadership, assisting in relationship building with various constituents and leadership offices.
• Overseeing the progress of projects, action items, and strategies that emanate from the School of Medicine dean’s office.
• Coordinating meetings as directed, including preparing agendas; identifying meeting participants; and collecting, preparing, and distributing briefing materials.
• Planning and arranging travel, including preparing and reconciling expenses.
• Assisting in managing expense accounts and budgets.
• Organizing and maintaining the dean’s office files both electronic and paper and ensuring materials are readily accessible.
• Organizing special events such as: retreats, lunches, logistics for Dean’s meetings and other events for the School as directed.
• Managing the flow of information to and from the dean’s office for all venue types (forums, correspondence, speeches, conferences, retreats, etc.).
• Preparing and distributing announcements to faculty and staff and maintaining listserv(s) and email contact groups.
• Assisting in coordination of recruiting efforts for the Dean.
• Maintaining and updating the Dean’s curriculum vitae and other documents.
• Performing editorial review for a variety of academic documents (manuscripts, presentations, grant files, etc.) as needed
• Performing a variety of administrative duties that require a detailed understanding of organizational operations, policies, procedures and structures.
• In addition to the above job responsibilities, other duties may be assigned.

Education:

Bachelor's Degree or combination of education and related experience in lieu of a degree required.

Experience:

3+ years of relevant experience required.

• Previous experience providing high-level executive administrative support to senior leadership, preferably within a higher education or similarly complex organization.
• Demonstrated ability to manage complex calendars, coordinate meetings, arrange travel, and prioritize competing demands on an executive's time.
• Proven ability to anticipate executive needs, take initiative, independently resolve problems, and proactively identify opportunities to improve administrative processes.
• Experience coordinating high-level meetings, special events, and projects involving multiple stakeholders.
• Proficiency with Microsoft Office Suite and familiarity with administrative systems and technology commonly used in higher…