Executive Administrative Assistant (0170

Description

This position is responsible for overseeing all administrative functions of the Office of the Dean and Provost of the SIU School of Medicine, as well as the CEO of SIU Healthcare. Throughout this description, the role will be referred to as Dean and Provost. The incumbent will act as the primary administrative support and liaison for the Dean and Provost. The incumbent will manage all administrative operations and coordinate institutional projects that require a high level of complex analysis, reporting, stakeholder relations, and communication.

* This position is ON SITE only*

ADMINISTRATIVE SUPPORT FOR THE DEAN AND PROVOST - 75%

Executive Partnership & Strategic Support

• Serves as the Dean and Provost's principal administrative partner, exercising exceptional judgment, discretion, initiative, and independent decision-making to ensure the effective operation of the Office of the Dean and Provost and the Dean and Provost's calendar.

• Screens and prioritizes telephone calls, emails, and inquiries, routing issues appropriately and resolving complex administrative matters independently when possible.

• Anticipates executive needs, identifies risks and emerging issues, and proactively develops solutions to prevent problems and ensure priorities remain on track and are scheduled appropriately.
• Meets regularly with the Dean and Provost, and senior leadership to coordinate priorities, advance projects, and ensure timely completion of key deliverables.

Communications & Stakeholder Relations

• Serves as the primary liaison between the Dean and Provost and internal and external stakeholders, including University leadership, associate provosts, associate deans, department chairs, hospital partners, government officials, community organizations, and other executive leaders.
• Supports executive-level presentations, correspondence, reports, briefing materials, and other highly confidential documents, including Board of Trustees presentations and reports.
  • Ensures communications and materials are accurate, professional, timely, and aligned with institutional priorities.

• Operations & Meeting Management

  • Leads the planning and coordination of executive meetings, special events, and institutional activities, including Board of Trustees meetings, Dean's addresses, accreditation site visits, and candidate searches.
  • Provides executive meeting and committee support by preparing agendas, coordinating logistics, catering, meeting minutes, documenting action items, and monitoring follow-up.

• Planning & Academic Administration

  • Coordinates and monitors planning activities and institutional initiatives on behalf of the Dean and Provost.
  • Coordinates the Promotion and Tenure process in collaboration with the Promotion and Tenure Committee and the Office of Faculty Affairs, providing policy guidance, communications, scheduling, and process oversight.
  • Coordinates the performance evaluation process for the Dean and Provost's direct reports, including development and administration of evaluation tools such as 360-degree assessments.

• Fiscal & Administrative Operations

  • Directs the fiscal and administrative operations of the Office of the Dean and Provost, serving as fiscal officer as assigned and coordinating budget activities.
  • Ensures compliance with University and State of Illinois fiscal policies, administrative procedures, and applicable regulations.
  • Manages all travel and expenses anticipated and incurred by the Dean and Provost within University and State of Illinois guidelines.

CROSS-DEPARTMENT COORDINATION AND SUPPORT - 25%

Special Enterprise Projects and Performance Tracking

• Coordinates cross-functional initiatives on behalf of the Dean and Provost by bringing together leaders across departments to advance enterprise priorities and ensure successful execution.
• Maintains executive dashboards for enterprise-wide performance metrics and status reports to monitor progress toward strategic goals and support executive decision-making.
• Coordinates cross-department special projects and enterprise initiatives assigned by the Dean and Provost, ensuring alignment with institutional priorities and successful completion.

To be successful in this position, the incumbent must meet all of the minimum qualifications identified by the SUCSS for this classification as well as the following skills and/or attributes identified as essential for this individual position: