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Reporting directly to the Chief of Staff of the Medical School, the Executive Assistant/Program Administrator will serve as trusted partner and support the Senior Associate Dean for Academic Affairs and the Department of Medical Education and Biomedical Sciences by providing administrative and operational support to ensure seamless direction and management of Academic Affairs. Methodist University seeks an Executive Assistant/Program Administrator for its new School of Medicine that has been established in partnership with Cape Fear Valley Health in Fayetteville, NC.

<h5>Executive Assistant/Program Administrator - Academic Affairs, School of Medicine </h5>Methodist University seeks an Executive Assistant/Program Administrator for its new School of Medicine that has been established in partnership with Cape Fear Valley Health in Fayetteville, NC. The School of Medicine has received preliminary accreditation from the LCME. Reporting directly to the Chief of Staff of the Medical School, the Executive Assistant/Program Administrator will serve as trusted partner and support the Senior Associate Dean for Academic Affairs and the Department of Medical Education and Biomedical Sciences by providing administrative and operational support to ensure seamless direction and management of Academic Affairs. This individual will have excellent organizational and time management skills and will support the Senior Associate Dean for Academic Affairs while coordinating and managing scheduling, preparing and organizing meeting agendas/minutes, and serving as a point person for ongoing accreditation efforts. This individual will work collaboratively with the chief of staff and will further the mission, vision and goals of the School of Medicine, Methodist University and Cape Fear Valley Health System. They will work collaboratively to supervise, manage and assign duties for administrative support staff to ensure that all necessary tasks are completed. The ideal candidate will have 5 or more years of administrative experience in a health professions school. A bachelor's degree or higher in an administrative field is preferred. Interested applicants should apply through the Methodist University website. <h5>Responsibilities </h5><ul><li>Furthers the mission, vision, and goals of the College of Medicine and Methodist University </li><li>Work with Senior Associate Dean for Academic Affairs to coordinate complex accreditation related meetings and conferences. </li><li>Transcribe and generate meeting minutes </li><li>Types general correspondence, reports, memorandums, forms, and other documents as requested </li><li>Answers and screens telephone calls, assisting callers, forwarding, or taking messages as appropriate </li><li>Research, compiles, and compose various data for reports </li><li>Initiate, coordinate and compose replies to correspondence and inquiries as needed </li><li>Work under pressure of deadlines and frequent interruptions </li><li>Demonstrate integrity and a sense of responsibility in fulfilling duties </li><li>Exhibits clerical expertise necessary to proofread typewritten materials, to index and file correspondence, records and reports, and to organize daily work </li><li>Schedules appointments and meeting and keeps the Senior Associate Dean's calendar current </li><li>Attends assigned administrative and staff meetings; takes and transcribes minutes followed by distribution </li><li>Handles confidential matters without violating the confidence involved </li><li>Maintain administrative and personnel policies and procedures, records and office files to include purging as appropriate </li><li>Open mail and provides supporting or related information when available in a timely manner </li><li>Reproduce documents, reports, articles, correspondence, etc. through use of the copy machine or from the computer system </li><li>Meet performance expectations established in MY CFVH SOM Standards of Behavior </li><li>Be proficient at formatting, working with formatting requirements for accreditation documents </li><li>Supports the School of Medicine as needed and assigned - May require attendance at meetings outside "regular duty hours" </li></ul><h5>Qualifications </h5>Required Experience: <ul><li>5 years or more of administrative experience in a health professions school. Some college training in business related subjects (and/or Business College training) or a combination </li><li>Knowledge of workplace opportunities and challenges in academic medicine, including professional development and promotion </li><li>Demonstrated ability to work collaboratively with diverse team members </li><li>Effective communication skills; ability to maintain confidentiality and exercise discretion </li></ul>Preferred Experience: <ul><li>Exceptional planning, organization, program development and implementation skills </li><li>Familiarity with curriculum management software </li><li>Familiarity with MS Office suite (Teams, Excel, Word, Bi) </li><li>Familiarity with LCME accreditation, curriculum management of similar </li></ul>Credentials: <ul><li>Bachelor's degree or associate's degree in administrative related field </li></ul>

Methodist University

Executive Assistant/Program Administrator - Academic Affairs, School of Medicine

Academic Affairs

Administrative Skills

Alliance/Partner Management

Biomedicine

Calendar Management

Channel Support

Communication Skills

Computer Systems

Conferences

Copying Machines

Executive Assistant Skills 

Healthcare Administration

Medicine

Meeting Minutes

Microsoft Excel

Microsoft Office

Microsoft Word

Operational Support

Organizational Skills

Plan Meetings

Proofreading

Schedule Development

Staff Policies

Team Player

Telephone Skills

Time Management

Writing Skills

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Executive Administrative Assistant requirements are: 3+ years' experience of working on an Executive Administrative Assistant, Senior Executive Assistant or other relevant position. We are looking for an Executive Administrative Assistant who will consult and assist company's executives on a range of secretarial and administrative tasks.

<h2>About the Executive Administrative Assistant position</h2>We are looking for an Executive Administrative Assistant who will consult and assist company's executives on a range of secretarial and administrative tasks. Your duties will include working on a one-to-one basis and perform assignments related to executive's working life and communication. We expect you to be competent, organized and able to fulfill your tasks in a timely manner. <h2>Executive Administrative Assistant responsibilities are:</h2><ul><li>Create and maintain an efficient documentation and filing system</li><li>Organize efficient contact between the executives' and company's clients</li><li>Administer calls, messages and daily correspondence</li><li>Attend events as assigned, taking dictation and minutes and keeping the corresponding data</li><li>Arrange meetings, appointments and travels, providing reminders</li><li>Handle requests and queries appropriately</li><li>Review office supplies and build relations with suppliers</li><li>Prepare reports, presentations and briefs</li></ul> <h2>Executive Administrative Assistant requirements are:</h2><ul><li>3+ years' experience of working on an Executive Administrative Assistant, Senior Executive Assistant   or other relevant position</li><li>Solid experience with office management systems and procedures</li><li>Proficiency in English and in-depth knowledge of MS Office</li><li>Strong planning and time management skills, with an ability to multitask</li><li>Excellent verbal and written communication skills</li><li>Good knowledge of latest trends in office gadgets and applications</li><li>Reliability, discretion and confidentiality</li><li>High School degree; additional qualification as personal assistant will be a bonus</li></ul>

ShineLight

Executive Assistant (Part Time)

Consulting

Documentation

English Language

Multitasking

Office Management

Presentation/Verbal Skills

Reporting Skills

Secondary School

Vendor/Supplier Relations

BreezyHR

FULL_TIME

Provides a warm and professional greeting to visitors and staff entering office; Composes and types correspondence; supports CEO with distribution of communications to staff; Routes and helps prioritize incoming mail and email to CEO; Organizes and maintains electronic and manual file systems, correctly files correspondence and other records; Answers and screens CEO telephone calls, and arranges conference calls. Locates and attaches appropriate file to correspondence to be answered by employer; Provides support for general administrative and human resources processes; Assist HR Manager with professional staff credentialing process; Works cooperatively with other department heads to attain goals and objectives of FCCHC; Conducts general administrative and clerical functions as assigned; Identifies opportunities to alleviate and support the CEO.

SUMMARY: The Executive Assistant to the Chief Executive Officer (CEO) serves as the principal administrative and clerical support to the CEO. This position performs a variety of administrative support tasks with changing priorities. Performance is evaluated by the CEO based on the timeliness, consistency, and quality of work performed as well as professionalism with which tasks are carried out.ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.<ol><li>1. Provides a warm and professional greeting to visitors and staff entering office;</li><li>Composes and types correspondence; supports CEO with distribution of communications to staff; Routes and helps prioritize incoming mail and email to CEO;</li><li>Organizes and maintains electronic and manual file systems, correctly files correspondence and other records;</li><li>Answers and screens CEO telephone calls, and arranges conference calls.</li><li>Coordinates manager's schedule and makes appointments;</li><li>Greets scheduled visitors and conducts to appropriate area or person.</li><li>Arranges and coordinates travel schedules and reservations;</li><li>Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities;</li><li>Conducts research, gathers information, and compiles reports;</li><li>Provides assistance with documenting procedures and standard operating practices; </li><li>Records and transcribes minutes of meetings;</li><li>Copies or scans correspondence or other printed materials;</li><li>Prepares outgoing mail and correspondence, including e-mail and faxes;</li><li>Orders and maintains supplies, and arranges for equipment maintenance;</li><li>Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer;</li><li>Provides support for general administrative and human resources processes;</li><li>Assist HR Manager with professional staff credentialing process;</li><li>Works cooperatively with other department heads to attain goals and objectives of FCCHC;</li><li>Conducts general administrative and clerical functions as assigned; Identifies opportunities to alleviate and support the CEO.</li></ol>QUALIFICATIONS:<ul><li>Bachelor's degree (B. A.) from four-year college or university; or five years related experience and/or training; or equivalent combination of education and experience. Minimum of five years Administrative/secretarial experience</li><li>Ability to type 60 or more words per minute </li><li>Strong working knowledge of Microsoft Office platform</li><li>Strong verbal and written communication skills; phone etiquette and professionalism</li></ul>COMPETENCIES: The competencies listed below are representative of the knowledge, skills, and/or abilities which must be consistently demonstrated for this job:<ol><li>Accuracy of Work - Completes all work with high quality and attention to detail. Avoids re-work and/or frequent need for corrections.</li><li>Adaptable to Change - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.</li><li>Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.</li><li>Coachability – Responds to coaching feedback in a positive manner; desires to grow in role; follows through on improvement plans resulting in observable and measurable improvement.</li><li>Communication– Communicates frequently (as-needed) with CEO, reporting to all necessary information, including project status, work-related issues or concerns, as well as concerns, questions, or suggestions. </li><li>Compliance – Consistently complies with all established company standard operating processes and procedures.</li><li>Cost Consciousness - Develops and implements cost saving measures; Conserves organizational resources.</li><li>Customer Service – Creates a positive and professional impression over phone and for visitors; Responds promptly to internal and/or external customer needs; Meets commitments.</li><li>Dependability and Follow-through - Follows through on requests and/or instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; proactively provides status updates; able to prioritize activities.</li><li>Ethical Standards – Understands and models organizational core values (WHO WE ARE); Treats all people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically.</li><li>Flexibility – Flexible in terms of role and schedule. Willing to work outside of normal schedule if needed.</li><li>Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Looks for and takes advantage of development opportunities; Asks for and offers help when needed.</li><li>Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.</li><li>Judgment - Models an effective decision-making process; Exhibits sound and accurate judgment.</li><li>Motivation – Arrives prepared to work; Puts forth full effort; Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.</li><li>Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives.</li><li>Problem Solving Skills - Identifies and resolves problems in a timely and effective manner; Gathers and analyzes information skillfully.</li><li>Professionalism - Approaches and responds to others in a friendly and professional manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Maintains a professional appearance and demeanor.</li><li>Quantity and Productivity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.</li><li>Technical Skills – Understands the technical aspects of functional area; Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.</li><li>Timeliness of Work Completion – Completes work on-time and on schedule; prioritizes, provides frequent unsolicited status updates regarding more involved projects.</li><li>Written Communication - Writes clearly and informatively (grammar and spelling); Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.</li></ol>EDUCATION and/or EXPERIENCE: Graduation from Business or Technical School in secretarial training program.LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.MATHEMATICAL SKILLS: Ability to apply basic concepts of mathematics and computations.REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.OTHER SKILLS AND ABILITIES: Strong typing and phone skills. Intermediate- Advanced knowledge of core MS Office software (Outlook, MS Word, and Excel), basic familiarity with MS Excel. Fast learner with new software and information systems.PHYSICAL/MENTAL DEMANDS: The physical/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 disability to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear, sit, and use hands to handle or feel objects, tools, or controls. The employee is occasionally required to stand, walk, climb, balance on two feet, stoop, kneel, crouch, or reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Mental demands include the ability to learn, adapt to changes, pay close attention to details, exercise discretion and good judgment, develop options and solutions to crisis and problems, gather and analyze facts, courteous and professional behavior, deal with stressful situations and adhere to company policies and procedures.WORK ENVIRONMENT: 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. The noise level in the work environment is usually moderate.RISK CLASSIFICATION LEVEL: I- (Job classification level in which employees have minimal risk to blood borne pathogens).Powered by JazzHR

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Executive Assistant/Program Administrator - Academic Affairs, School of Medicine Methodist University

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