Office Support Assistant IV

University of Missouri-Columbia; Columbia Township (MO); On-site; USD 21,000 - 29,000; Full time

Benefits offered by this job

University benefits

Job summary

The University of Missouri-Columbia is seeking an Office Support Assistant IV to join the School of Medicine Dean's Office. This role provides comprehensive administrative and operational support, coordinates executive calendars, and prepares meeting materials with discretion and professionalism.

You will interact with faculty, staff, students, healthcare partners, and external constituents, manage confidential information, support events, and help drive efficient office operations in a

Qualifications

• High school diploma or equivalent required.
• At least 5 years of experience in an administrative or office-support role.
• Ability to manage executive calendars, prepare meeting materials, and coordinate communications.
• Strong customer service, confidentiality, and professionalism.

Responsibilities

• Provide comprehensive administrative and operational support for the Dean's Office.
• Coordinate executive calendars and meeting logistics.
• Prepare agendas, materials, and follow-up on action items.
• Draft and edit executive correspondence with discretion.
• Serve as the primary contact for faculty, staff, students, and external stakeholders.
• Maintain confidential records and assist with records management.
• Support events and program coordination for leadership meetings and retreats.
• Process purchasing, invoices, travel authorizations, and reimbursements.
• Support special projects and ensure timely completion of deadlines.

Skills

Administrative support

Calendar management

Executive communications

Customer service

Job description

The

Hiring Department

School of Medicine Dean's Office

The Office Support Assistant IV (OSA IV) serves as a key member of the Dean's Office administrative team, providing comprehensive operational and administrative support that ensures the efficient daily functioning of the executive office. This position serves as the operational backbone of the Dean's Suite by coordinating executive calendars, managing administrative workflows, facilitating communications, supporting high-profile meetings and events, and maintaining office operations with professionalism, discretion, and exceptional attention to detail.

Working in a fast-paced executive environment, this position supports the Dean's Office leadership team by managing competing priorities, coordinating complex schedules, preparing executive-level correspondence and meeting materials, and ensuring critical commitments and deadlines are tracked and completed. The position requires sound judgment, outstanding customer service, confidentiality, and the ability to interact professionally with faculty, staff, students, healthcare leaders, institutional partners, and external constituents.

As the first point of contact for many visitors and stakeholders, the Office Support Assistant IV helps shape the overall perception of the Dean's Office through responsive communication, professionalism, and a commitment to exceptional service.

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Key Responsibilities

Executive Administrative & Operational Support

• Provide comprehensive administrative and operational support for the Dean's Office, ensuring efficient daily operations and exceptional customer service.
• Serve as a trusted resource for executive office operations by anticipating administrative needs, coordinating priorities, and supporting the overall effectiveness of the leadership team.
• Exercise independent judgment when managing routine administrative matters while appropriately escalating sensitive or complex issues.
• Support multiple executive leaders while balancing changing priorities and deadlines in a fast-paced environment.

Executive Calendar & Meeting Management

• Coordinate and maintain complex executive calendars for Dean's Office leadership, scheduling meetings while balancing competing priorities and optimizing executive availability.
• Schedule internal and external meetings, reserve conference rooms, coordinate virtual meeting technology, and prepare meeting logistics.
• Prepare agendas, presentation materials, meeting packets, and supporting documentation.
• Coordinate meeting follow-up by tracking action items, deadlines, and deliverables to ensure timely completion.
• Serve as a liaison between executive leadership and internal and external stakeholders regarding scheduling and meeting coordination.

Executive Communications

• Draft, proofread, edit, and distribute executive correspondence, reports, presentations, memoranda, and other official communications.
• Review documents for grammar, formatting, completeness, consistency, and adherence to University and School of Medicine standards.
• Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Ensure communications accurately reflect the priorities and professional image of the Dean's Office.

Customer Service & Stakeholder Engagement

• Serve as the primary point of contact for faculty, staff, students, visitors, healthcare partners, and external constituents contacting the Dean's Office.
• Provide exceptional customer service while responding to inquiries, resolving routine issues, and directing individuals to appropriate resources.
• Build and maintain positive working relationships across the School of Medicine, MU Health Care, University leadership, and external organizations.
• Demonstrate professionalism, diplomacy, and confidentiality when interacting with various stakeholders.

Records & Office Administration

• Maintain executive office records, databases, electronic files, and documentation in accordance with University policies and record retention requirements.
• Track office priorities, deadlines, action items, and ongoing projects to support accountability and operational continuity.
• Organize and maintain confidential files and executive documents.
• Recommend and implement administrative process improvements that enhance office efficiency and organization.

Event & Program Coordination

• Coordinate logistical support for executive meetings, leadership retreats, listening sessions, committee meetings, recognition events, and other Dean's Office programs.
• Arrange meeting spaces, catering, audiovisual equipment, materials, registration, and participant communications.
• Assist with event setup, execution, and post-event follow-up activities.
• Coordinate multiple event timelines while ensuring a high-quality participant experience.

Financial & Business Operations

• Process purchasing requests, invoices, travel authorizations, reimbursements, and expense documentation in accordance with University policies and procedures.
• Monitor approvals and documentation to ensure timely processing and compliance.
• Maintain purchasing records and assist with office supply inventory and procurement.
• Support fiscal and administrative processes for the Dean's Office.

Team Support & Special Projects

• Provide cross-coverage for Dean's Office administrative staff during planned and unplanned absences.
• Support special initiatives, strategic projects, and executive priorities as assigned.
• Assist with continuous process improvement efforts to enhance operational effectiveness.
• Perform additional duties as assigned in support of the mission and goals of the School of Medicine.

Shift

Monday – Friday

8:00 a.m. – 5:00 p.m.

Minimum Qualifications

High school diploma or equivalent and at least 5 years of experience from which comparable knowledge and skills can be acquired is necessary

Anticipated Hiring Range

Salary Range: $15.10 - $20.75 hourly

Grade: GGS - 006

University Title: OFFICE SUPPORT ASSISTANT IV

Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

Application Materials

In addition to the Online Application, please provide Resume and cover letter.

Sponsorship Information

Employment visa sponsorship is not available for this position.

Benefit Eligibility

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/departments-staff/human-resources/benefits-retirement

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.