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Samuel Merritt University · 17 hours ago

Executive Administrative Assistant, College of Health Sciences

Hybrid - Oakland

Full-time

Hybrid

Senior Level

$33.37/hr - $37.72/hr

5+ years exp

Samuel Merritt University is dedicated to creating a supportive environment for its community and is seeking an Executive Administrative Assistant for the College of Health Sciences. This role provides executive and operations support, manages administrative staff, coordinates activities, and ensures high-quality services are delivered to all constituents.

Higher Education

Responsibilities

Be present to represent CoHS, secondarily to Academic Affairs as needed

Be completely confidential on behalf of the University, CoHS, and Office of People and Culture

Be protective of faculty, staff and students in regard to reputation, privacy, integrity, ethics, and honor on behalf of CoHS and the University

Help the University fulfill its mission by maintaining high standards of excellence, honesty, and professionalism. Apply the principles of continuous quality improvement, which includes working cooperatively with colleagues and projecting a service orientation towards all

Communicate efficiently and courteously on behalf of CoHS and the campus community

Interact with all members of the University community. Impart accurate information and direction to staff, faculty, students, and to external individuals and organizations in a courteous, professional, and facilitative manner

Schedule appointments, maintain accurate calendars of standing appointments and special meetings, and establish appointment priorities for CoHS Dean. Keep all concerned informed of pending activities pertaining to them and keep them immediately appraising of meeting and calendar changes

Arrange the Dean’s travels and community engagement activities and process necessary administrative paperwork and reimbursements in a timely fashion

Interpret requests and assist in compliance as appropriate. Provide information and take necessary actions in a timely manner

Orders and maintains supplies and arranges for equipment maintenance

Always perform in a calm and professional manner, especially during crisis or emergencies

Direct assigned administrative staff and student workers for Dean’s Office

Anticipate the needs, coordinate the activities, alert the Dean regarding upcoming events, meetings and activities, carry out policies, and implement decisions for the Dean in an effective, efficient, professional, respectful, and facilitative manner

Gather data and prepare for meetings, and various key committees and task forces commissioned by the Dean

Participate in and support committees and other activities assigned by the Dean that promote the quality, growth, and development of Samuel Merritt University

Proofread carefully all outgoing correspondence for the Dean to ensure professionalism prior to signature

Develop and maintain records management system to assure fast retrieval of needed information and protection of vital records for the Dean’s Office

Develops, implements and executes projects as assigned for the Dean

Monitors and prepares reports on project status and performance measures/metrics on behalf of the Dean

Supports the Dean in preparing and distributing communications directed to the campus community regarding project status

Other duties as assigned

Qualification

Executive AssistanceProject ManagementOffice Technology ProficiencyAnalytical SkillsCommunicationOrganizational SkillsConfidentiality

Required

Bachelor's degree required

Minimum five years of broad experience with increased responsibilities in an academic environment

Minimum three years of Project Management Experience required

Minimum three years of experience as an executive assistant to a university executive level leader

Present oneself both in manner and image that fit for the professional setting

Always be courteous and act professionally

Be able to function independently and reliably

Be able to uphold the utmost integrity, honesty and work ethics

Excellent Communication skills, both oral and written

Knowledge of University organizational structure, programs and activities, policies and procedures for effective evaluation of the propriety of proposed transactions and their potential impact on university interests

Proficiency and effectiveness in the use of latest office technology and management tools, including but not limited to Skype, Zoom, Outlook, PowerPoint, Windows 365, Excel, Word, and Access

Ability to read, analyze and interpret documents, contracts, data, policies, and regulations, which are complex in content, syntax, and expression

Ability to write concise, logical and accurate materials

Knowledge of the mechanics of written English (e.g. grammar, punctuation, spelling) and ability to apply such knowledge consistently and effectively

Ability to analyze complex problems or information in an objective manner and derive logical conclusions

Ability to organize work effectively to achieve timely progress on multiple simultaneous tasks

Ability to exercise tact, confidentiality and diplomacy in dealing with others