Senior Administrative Assistant to Dean - School of Health Sciences

Senior Administrative Assistant To The Dean

Provide expert administrative support to the Dean. The Senior Administrative Assistant to the Dean is proactive, anticipates future needs of the Dean's Office, demonstrates responsiveness, strong customer service, independent thinking, and solid judgment in a demanding and fast-paced environment. Administrative responsibilities include, but are not limited to, answering phones, scheduling appointments and travel, reconciling expense reporting, composing acknowledgement letters, maintaining confidential information, and other administrative tasks.

In addition to supporting the Dean, the Senior Administrative Assistant works collaboratively with other Dean's Office and departmental staff including, but not limited to, the Associate Deans and Directors of Operations, with a willing attitude, clear and thorough communication, and the ability to follow through, whether it is preparing materials for a meeting or helping a colleague meet a deadline.

Special project responsibilities will require skill in managing and prioritizing multiple projects in a dynamic, fast-paced environment. The Senior Administrative Assistant to the Dean serves an important and visible role, communicating and interacting with senior leadership (including, but not limited to, School and University leadership, key constituents, faculty, staff, and students) and important external clients.

• Along with the Director of Administrative Operations, directs the daily administrative tasks of the Dean's office.
• Functions as a gatekeeper to assure prioritization of the Dean's time; manages the Dean's calendar, including making appointments, all travel arrangements, conference and event registrations, and prioritizing the most sensitive matters; creates task lists and actively follows up to help assure timely completion of projects; ensures Dean is informed of priorities, deadlines, and challenges.
• Coordination of meetings with detailed meeting plan management; records minutes or notes of meetings as required.
• Maintains and manages a database of contacts, to assist with tracking internal and external contacts.
• Uses multiple computer applications and university systems/platforms, following training, policies, and procedures to accurately support key administrative functions.
• Assists the Director of Administrative Operations with:
  • Collecting and preparing information for use in discussions and meetings with executive management and external individuals.
  • Drafting briefing documents and memos, as well as correspondence, communiques, and other communications projects, on the Dean's behalf.
  • Writing and editing emails, creating PowerPoint presentations, coordinating monthly reporting, and maintaining complex Excel spreadsheets.
  • Maintaining comprehensive and accurate records.
  • Planning and implementing special projects and events, as needed, that required a combined knowledge of administrative, logistical and technical operations.
  • Responding to a wide variety, and large volume of inquiries from faculty, staff, students, and prospective students.
  • Responding to routine & non-routine inquiries regarding the school and campus operations, policies and procedures.
• Responds to a wide variety of requests for information, to ensure situations and issues are appropriately managed as well as forwarded to appropriate staff members for resolution.
• Analyze needs and problems to determine approach and priority.
• Makes high-level contacts of a sensitive nature regarding routine & non-routine issues internally and externally requiring a high degree of discretion and diplomacy and time sensitivity.
• Understands the program goals and priorities of the Dean to prioritize issues according to urgency.
• Manages multiple tasks with competing deadlines.
• Provides back-up administrative support to other areas in the School as necessary.
• Available periodically during off-hours (evenings and weekends).
• Other duties as assigned.

• Will need to acquire a working knowledge of LU's financial system.
• Process receipts, coordinates payment of Deans purchasing card and administrative purchasing card.
• Coordinate payment process for external vendors. Properly document all charges and account for all receipts.

• Must be skilled in managing and prioritizing multiple projects simultaneously and effectively in a dynamic, fast-paced environment.
• Provides administrative and technical assistance on a wide range of special projects as assigned by Dean.

Attends and participates in project meetings/updates. Responsible for correspondence and special reports.

• Three to five years' prior experience in supporting an executive.
• Bachelor's degree in business, human resources management, or healthcare-related field.
• Operate independently with minimal supervision.
• Advanced technical and computer skills to support administrative functions including MS Office Suite with an emphasis on PowerPoint,…