Executive Assistant I

Job Description

Job Description

TITLE: EXECUTIVE ASSISTANT I

DEPARTMENT: Mervyn M. Dymally College of Nursing

JOB CODE: EAI

DATE: 03/05/2010(rev 07/01/2024)

REPORTS TO: Dean, College of Nursing

DLSE STATUS: EXEMPT

PAY RANGE: $68,480-$75,269

The Executive Assistant will perform complex and varied administrative duties in providing professional assistance in the day-to-day functions to the Dean, College of Nursing and assisting in complex logistics utilizing advanced skills in administrative assignments which requires diplomacy, confidentiality, independent judgment, a liaison in communications, establishing a rapport with department heads, faculty, and staff.

Essential Duties and Responsibilities:

• Provide confidential administrative support and control access to sensitive information. Maintains confidential files ensuring quick retrieval at the Dean’s request.
• Coordinate office space/cubicle buildout with Facilities
• Interface with Administration and Strategic Advancement on financial reports, procurement, and grant accounts, and with HR for job postings and new hires.
• Compose and produce business correspondence, reports, and related materials. Collect and organize data and determine appropriate formats for displaying results. Execute special projects, monitors deadlines, and initiate follow-up.
• Oversee all clerical and administrative support functions. Train, and develop all temporary staff and work-study students.
• Manages calendars, emails, and handling of confidential documentation discretely and professionally in all aspects of this position
• Monitor a variety of account expenditures, maintain and reconcile details of internal department budgets for various accounts; inform management of irregularities and proceed with correction action.
• Coordinates the preparation, development, and distribution of documentation along with updating and maintaining all filing of documentation.
• Submission of expense reports, invoices, knowledge of the eRequester system, follow up that all documentation is submitted correctly and paid on time.
• Reviews and assists in preparation of consulting contracts, facilitate payments and communicate with consultants.
• Ensure confidentiality
• Serves as the liaison for the Executives with their direct reports. Responding to inquiries and requests, calendaring meetings, agenda, meeting notes, and assisting the Dean as needed.
• Develop agenda and facilitate team meetings for Leadership Team, general MMDCON faculty meetings; Dean and Provost 1:1 meetings; workload faculty appointments; and MMDCON Community partner meetings.
• Keep immediate supervisor informed of activities of the School, particularly of major or unusual developments, and seek his/her council.
• Assist with budget planning process including internal operating budgets, which include calendaring of meetings, updating budget documents, budget financial reporting, etc.
• Assists at all College of Nursing projects as requested.
• Knowledgeable of departmental and University policies and procedures.
• Assists in creating/revising PowerPoint Presentations, creating Excel spreadsheets, charts, graphs, and pivot tables.

Other Duties and Responsibilities:

• Performs other work duties as requested and assigned
• This position will require some flexibility to work after hours.

Qualifications/Requirements:

EDUCATION:

• Regionally accredited bachelor’s degree required; and/or equivalent of combined education and experience in a related field.

EXPERIENCE:

• Three (3) years related experience, preferably in higher education or a corporate environment.
• Five years as an Executive Assistant
• Prior experiences providing confidential, administrative support to a senior executive
• Successful experience with project management

KNOWLEDGE/ABILITY/SKILLS:

• Self-starter who takes initiative. Able to identify and prepare deliverables for meetings.
• Ability to work in a fast-paced environment.
• Able to communicate professionally and effectively with internal/external stakeholders
• High-level critical thinking, analyzing and problem-solving skills
• Ability to make administrative/procedural decisions and judgments.
• Some experience with project management or leading a project management team is preferred.
• Ability to gather data, compile information, and prepare reports.
• Willingness and ability to learn a new organizational culture.
• Excellent written communication skills.
• Strong interpersonal skills and ability to use tact and diplomacy when interacting with others.
• Skill in organizing resources and establishing priorities.
• Records maintenance skills.
• PC proficient. Ability to utilize the MS Office platform, including Word, Excel, and project management software.

COMPLEXITY:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

WORK ENVIRONMENT:

• Position is on-site unless authorized by manager.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasionally required to work in confined space.

MENTAL DEMANDS:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Frequent work on a variety of unrelated tasks. Constant calculating interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• Ability to work effectively with a diverse community.

As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community. As a condition of enrollment and employment, students, faculty, and staff must comply with the current CDU Covid-19 requirements as described on the CDU Covid-19 webpage. Please visit the CDU Return to Campus website https://www.cdrewu.edu/covid-policy/ or email the Campus Nursing Office at nurseofficer@cdrewu.edu.

Excellent benefits: Medical, dental, vision, retirement plan, vacation accrues on first day of employment, wellness programs, 17 paid holidays per year, up to 16 hours of paid time off to participate in community service and much more.

Full Time

EEO Statement: Charles R. Drew University is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Fair Chance Statement: Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local “Fair Chance” laws.