Executive Assistant to the Dean

Kansas Health Science University; Wichita (KS); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Paid time off

Medical coverage

Life insurance

Disability insurance

Retirement plan

FSAs

Tuition reimbursement

Professional development

Employee events

Job summary

The Executive Assistant position at Kansas Health Science University—KansasCOM in Wichita is a full-time, on-site role reporting to the Dean. You will provide high-level administrative and project management support to the Dean and collaborate with Academic Affairs leadership to advance initiatives and events.

The role requires confidential handling, calendar management, travel coordination, budgeting support, and preparation of reports and presentations.

Qualifications

• Bachelor’s degree preferred and 5+ years supporting C-suite leadership.
• Minimum 5+ years project management experience.
• Experience in higher education is a plus.
• Advanced Microsoft Office and Adobe product proficiency.

Responsibilities

• Provide high-level administrative and project management support for the Dean.
• Handle confidential matters with discretion and diplomacy.
• Coordinate calendars, agendas, minutes, and briefing materials.
• Arrange Dean travel, reservations, and itineraries.
• Support accreditation site visits with scheduling and logistics.
• Assist with budgets, reports, and expense tracking using Concur.
• Prepare executive correspondence and presentations.

Skills

Executive support

Project management

Calendar management

Travel coordination

Budget reporting

Communication skills

Confidentiality

Education

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Adobe Acrobat

Concur Solutions

Web applications

Job description

Job Description:

The Executive Assistant is a full-time, on-site staff position within the KHSU-KansasCOM department of Academic Affairs reporting directly to the Dean.

The Executive Assistant is responsible for providing high-level administrative support to the Dean and providing cooperative support to academic administrative personnel and to the for V.P. for Academic Affairs. The position also has responsibilities for leading, planning and overseeing event planning for the Administration Offices, Project management for the Dean, leadership, flexibility, creative problem solving, and excellent communication skills are essential requirements for this position.

SPECIFIC RESPONSIBILITIES:

• Provides high-level administrative and project management support for the Dean and supporting the efforts of the Academic Administrative officials.
• Handles work of a confidential or complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact, and diplomacy.
• Work closely with the Dean to ensure that all projects assigned to direct reports are completed on or before deadlines.
• Ensures that the status of all assigned projects are up to date.
• Creates and prepares high-level correspondence and communication pieces, including staff communication, executive reports, and presentations.
• Manages calendars, including drafting and preparing meeting agendas, briefing notes, recording minutes, and related materials.
• Coordinates travel for the Dean, including airline and hotel reservations, ground transportation, preparing itineraries, to ensure smooth travel experiences.
• Assists leadership, faculty, and staff during accreditation site visits with on-site schedule arrangements, assist with report and document preparation/collections, and logistical support for the accreditors, including hotel accommodations, local transportation, catering, etc.
• Participates in preparing, monitoring, and reporting annual operating budgets and related reports.
• Manages detailed expense reports using Concur Solutions.
• Answers telephone calls, determines priorities, prepares responses, and/or responds in an appropriate and timely fashion.
• Completes and manages special projects and reports as needed.

SUPERVISORY RESPONSIBILITIES:

• N/A

QUALIFICATION(S):

• Bachelor’s degree preferred
• Minimum 5+ years supporting C-suite, high-level leadership experience required.
• Minimum 5+ years Project Management experience desired.
• Experience working in higher education is a plus.
• Must possess advanced knowledge/skills in Microsoft Office Suite (Outlook, Teams, Excel, PowerPoint, Word), Adobe products (Acrobat, Flash, Reader, etc.). and various web applications.

KEY COMPETENCIES:

• Commitment to quality, innovation, and process improvement utilizing collaborative teamwork.
• Be responsive, quick-thinking, and possess an innate ability to anticipate and respond to issues.
• Establish priorities, and work in an organized manner with emphasis on detail and accuracy.
• Ability to handle multiple tasks and assignments and meet competing deadlines.
• High level of reliability, discernment, and commitment to maintaining confidentiality.
• Ability to work independently without close supervision and as a team member.
• Excellent written communication skills with consistent application of correct spelling, punctuation, and grammar for preparing and proofreading various documents and reports.
• Demonstration of strong customer service skills and ability to manage professional and interpersonal relationships.

The essential physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

It is the policy of Kansas Health Science University (KHSU)-Kansas College of Osteopathic Medicine (KansasCOM) not to discriminate on the basis of race, ethnicity, color, sex, sexual orientation, gender, gender identity, religion, religious creed, national origin, ancestry, age, genetic information, marital status, military or veteran status, physical or mental disability, medical condition, pregnancy, childbirth and any medical condition related to pregnancy or childbirth or any other basis protected by federal, state or local law, ordinance or regulation. KHSU-KansasCOM is committed to complying with all applicable laws regarding equal employment opportunities. KHSU-KansasCOM strives to create and maintain a work environment in which people are treated with dignity, decency, and respect. All qualified candidates are encouraged to apply.

Kansas Health Science University offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. Some of our key benefits include:

• generous paid time-off
• medical and dental coverage
• company-paid life and disability insurance
• retirement plan with employer contribution
• multiple flexible spending accounts (FSA)
• tuition reimbursement
• professional development
• regular employee appreciation events

Kansas Health Science University is an Equal Opportunity Employer.