Executive Assistant/Program Administrator

3 weeks ago

Fayetteville, United States Methodist University Full time

Job Summary:

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 is an applicant program with 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 Office of Medical Education by providing administrative and operational support to ensure seamless direction and management of the Office of Medical Education. 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 of the Office of Medical Education 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.

Job Description:

* Furthers the mission, vision, and goals of the College of Medicine and Methodist University
* Work with Senior Associate Dean for Academic Affairs to coordinate complex accreditation related meetings and conferences.
* Transcribe and generate meeting minutes.
* Types general correspondence, reports, memorandums, forms, and other documents as requested.
* Answers and screens telephone calls, assisting callers, forwarding, or taking messages as appropriate.
* Research, compiles, and compose various data for reports.
* Initiate, coordinate and compose replies to correspondence and inquiries as needed.
* Work under pressure of deadlines and frequent interruptions.
* Demonstrate integrity and a sense of responsibility in fulfilling duties.
* Exhibits clerical expertise necessary to proofread typewritten materials, to index and file correspondence, records and reports, and to organize daily work.
* Schedules appointments and meetings and keeps the Senior Associate Dean's calendar current.
* Attends assigned administrative and staff meetings; takes and transcribes minutes followed by distribution.
* Handles confidential matters without violating the confidence involved.
* Maintain administrative and personnel policies and procedures, records, and office files to include purging as appropriate.
* Open mail and provides supporting or related information when available in a timely manner.
* Reproduce documents, reports, articles, correspondence, etc. through use of the copy machine or from the computer system.
* Meet performance expectations established in MCFV Standards of Behavior.
* Be proficient at formatting, working with formatting requirements for accreditation documents.
* Supports the School of Medicine as needed and assigned -- May require attendance at meetings outside "regular duty hours".

Qualifications

Experience:

Required experience:

* 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
* Knowledge of workplace opportunities and challenges in academic medicine, including professional development and promotion.
* Demonstrated ability to work collaboratively with diverse team members.
* Effective communication skills; ability to maintain confidentiality and exercise discretion.

Preferred experience:

* Exceptional planning, organizational, program development and implementation skills.
* Familiarity with curriculum management software
* Familiarity with MS Office suite (Teams, Excel, Word, Bi)
* Familiarity with LCME accreditation, curriculum management or similar.

Education:

Bachelor's degree or associate's degree in administrative related field

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