Executive Assistant to Dean, Health Sciences

Winston-Salem State University; Winston-Salem (NC); On-site; USD 42,000 - 58,000; Full time

Job summary

Winston-Salem State University (WSSU) in Winston-Salem, NC, is hiring an Executive Assistant to the Dean in the School of Health Sciences. The role coordinates office functions, drafts memos, maintains calendars, books travel, and takes minutes, supporting the Dean and the Associate Dean while leading staff development for Student Services Specialists.

You will manage calendars, resolve scheduling conflicts, plan events, act as gatekeeper, draft senior-level communications, coordinate travel

Qualifications

• High school diploma or equivalent and three years of progressively responsible administrative/office management experience; or Associate’s degree in secretarial science, business administration, or a related discipline and one year of progressively responsible administrative/office management experience; or Bachelor’s degree, preferably in business administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
• Masters Degree
• 2 years in higher education administrative work experience, preferably within the UNC system.
• Possess excellent knowledge and skills in use of administrative, technology, and software applications (Banner, People Admin, WebFocus, Microsoft Office, and AdobeSign/DocuSign).
• Excellent communication skills and customer service.
• Reviews and edits the content of sensitive materials constructively.

Responsibilities

• Maintain the calendars of the Dean and Senior Associate Dean.
• Prevent scheduling conflicts or anticipate and resolve conflicts and competing priorities for the Dean’s schedule.
• Attend meetings to stay abreast of and prioritize issues. Track and monitor pending issues for follow-up and independently develop agenda for future meetings.
• Plan and organize School of Health Sciences annual and special events, such as opening sessions, advisor board meetings, and retreats.
• Act as a gatekeeper to assure prioritization of the Dean’s time.
• Respond to a wide variety of inquiries from faculty and staff.
• Coordinate travel activities for the Dean, to include: securing advanced payment approvals, registering for events, booking hotels and flights, and reconciling documents upon return.
• Lead training and development for SOHS student services specialists.
• Provide administrative and technical assistance on a wide range of special projects as assigned by Dean.
• Develop and manage a database of contacts, initiatives, and assignments.
• Record minutes or notes of meetings as required.
• Display proficient written communication skills through consistent written correspondences to the public, students, alumni, patrons, the departmental staff and faculty, and university employees.
• Efficient written communication is needed in planning projects, composing minutes and reports, and keeping records.
• Organize and assemble documents for executive meetings and independently edit, assimilate, and compose materials to use in various settings.
• Draft letters, memos, meeting agendas, and reports to communicate the Dean’s decisions, ideas, and agenda.
• In the absence of the Dean, ensure that requests for action or information are relayed to the appropriate personnel.
• Consult with Dean on travel based on the appropriated amount in order to remain within budget.
• Develop an office supply list based on the appropriated amount and plan for meals or refreshments associated with Office of the Dean activity.
• Reconcile T-card after travel for the Dean
• Assists the Dean in the preparation, monitoring, and tracking of program budgets across departmental accounts.
• Collaborate with Program Chairs to ensure budget requests and expenditures align with accountable, trackable actions and program goals.
• Work cooperatively with the Dean and members of the SOHS Leadership to carry out the university’s mission, strategic goals, and objectives.
• Assist constituents with inquiries and requests on behalf of the Dean. Identify issues needing the Dean’s attention, redirect others, and follow up to ensure resolution.
• Screen telephone calls, visitors, and appointments. Provide information or references appropriately. Open, read, and screen mail addressed to the Dean. Respond to routine correspondence and email as instructed.
• Assist with relaying vital information by attending meetings in the absence of the Dean.
• Serve as the SOHS Administrative Microsoft Team owner and uploads all prudent information needed for the training and development of SOHS student services specialists.

Skills

Communication skills

Customer service

Calendar management

Administrative support

Education

High school diploma or equivalent

Associate's degree in secretarial/business administration

Bachelor's degree in business administration or related

Tools

Microsoft Office

Banner

People Admin

WebFocus

AdobeSign/DocuSign

Job description

Winston-Salem State University (WSSU) in Winston-Salem, NC, is hiring an Executive Assistant to the Dean in the School of Health Sciences. The role coordinates office functions, drafts memos, maintains calendars, books travel, and takes minutes, supporting the Dean and the Associate Dean while leading staff development for Student Services Specialists.

You will manage calendars, resolve scheduling conflicts, plan events, act as gatekeeper, draft senior-level communications, coordinate travel