Executive Assistant/Program Administrator, School of Medicine

Methodist University; Fayetteville (NC); On-site; USD 45,000 - 65,000; Full time

Job summary

Methodist University seeks two Executive Assistant/Program Administrator roles in its School of Medicine in Fayetteville, NC. You will support the Senior Associate Dean and program teams, managing calendars, events, and complex schedules while ensuring confidential handling of records.

The position requires 3+ years in higher education administration, mastery of MS Office, and familiarity with virtual meeting platforms.

Qualifications

• 3+ years of administrative experience in higher education.
• Proficient with MS Office and virtual meeting platforms.
• Bachelor's degree or higher preferred.

Responsibilities

• Provide high-level admin support to the Senior Associate Dean and the Academic Affairs Office or Student Experience Office.
• Coordinate and manage complex calendars, schedules, appointments, meetings, and events.
• Prepare, organize, and distribute agendas, materials, minutes, and follow-up items for committees and leadership meetings.
• Assist with planning, coordinating, and supporting programs, events, activities, and initiatives.
• Prepare, proofread, edit, and distribute correspondence, reports, and presentations for Academic Affairs leadership.

Skills

Administrative experience

Organization

Calendar management

Education

Bachelor's degree preferred

Higher education experience

Tools

MS Office Suite

WebEx/Zoom/Teams

Job description

Job Details

Job Location: School of Medicine Location - Fayetteville, NC, Position Type: Full Time Staff, Salary Range: Undisclosed, Methodist University seeks candidates for an Executive Assistant/Program Administrator, School of Medicine. There are two positions available: an Executive Assistant/Program Administrator for the Academic Affairs Office and an Executive Assistant/Program Administrator for the Student Experience Office within its new School of Medicine, established in partnership with Cape Fear Valley Health in Fayetteville, NC. Reporting directly to the Chief of Staff of the Medical School, the Executive Assistant/Program Administrator will support the Senior Associate Dean and program team for either Academic Affairs or Student Experience by providing high-level administrative and operational support.

Responsibilities

• Provide high-level administrative and operational support to the Senior Associate Dean and the Academic Affairs Office/ or Student Experience Office.
• Coordinate and manage complex calendars, schedules, appointments, meetings, and special events for the Academic Affairs Office.
• Prepare, organize, and distribute meeting agendas, materials, minutes, and follow-up action items for committees, working groups, and leadership meetings.
• Assist with planning, coordinating, and supporting programs, events, activities, and initiatives.
• Prepare, proofread, edit, and distribute correspondence, reports, memoranda, presentations, forms, and other documents on behalf of Academic Affairs leadership.
• Research, compile, analyze, and organize information and data for reports, presentations, and meetings.
• Generate and prepare reports and supporting materials for internal and external meetings as requested.
• Maintain confidential records, files, databases, and documentation while exercising discretion and safeguarding sensitive information.
• Establish and maintain organized administrative, personnel, and office records, ensuring compliance with retention and purging procedures as appropriate.
• Support committee operations by coordinating logistics, maintaining records, tracking action items, and facilitating communication among committee members.
• Serve as a key point of contact for students, faculty, staff, and external stakeholders, providing exceptional customer service and professional support.
• Coordinate office logistics, including purchasing supplies and materials needed for Student Experience programs, events, and daily operations.
• Identify opportunities to improve workflows, processes, and administrative efficiency within the Academic Affairs Office.
• Manage multiple priorities simultaneously while meeting deadlines in a dynamic, fast-paced environment with frequent interruptions.
• Assist with special projects and assignments that advance the mission, vision, and goals of the School of Medicine and Methodist University.
• Support School of Medicine events, activities, and initiatives as needed, which may occasionally require attendance outside normal business hours, including evenings and weekends.
• Demonstrate professionalism, adaptability, sound judgment, attention to detail, and a commitment to continuous improvement in all aspects of the role.
• Perform other duties as assigned.

Qualifications

• 3 years or more of administrative experience in higher education. Some college training in business related subjects (and/or Business College training) or a combination.
• MS Office suite (Teams, Excel, Word, etc.) and virtual meeting platforms (WebEx, Zoom, Teams, etc).
• Health profession education, student affairs management or similar.
• Bachelor’s degree or higher preferred.