Executive Aide

POSITION OBJECTIVEu00a0Working with a high degree of independence, the executive aide for the School of Medicine Dean's Office will manage the daily operations of the office to ensure that the office functions in a smooth, effective, and efficient manner, enabling the dean and chief of staff to devote their attention to providing leadership for the school.u00a0u00a0ESSENTIAL FUNCTIONS1. Responsible for strategic and efficient running of the office. Maintain high volume calendars for the dean and chief of staff, ensuring prioritization and strategically determining meetings and events. Coordinate all travel arrangements, locally, nationally, and internationally. Partner with SOM Development Office on coordination of travel, meetings, and event logistics. Serve as the information focal point regarding the dean's and chief of staff's schedule, being aware of all documents and logistics required for the day. Serve as conduit for the Dean's Clinical scheduler. Maintain confidentiality for any and all conversations or messages that come into or are discussed in the Dean's Office Suite. (30%)2. Serve as a link between the dean and chief of staff and the academic and administrative units of the school. Set standards for providing excellent service to the departments and central offices. Process complex, highly confidential, strategic and time-sensitive information. Triage problems and issues and gather information for the dean and chief of staff to further evaluate. Investigate and resolve matters of significance on behalf of the dean and chief of staff. Compare and evaluate possible courses of conduct and recommend best course of action. Understand the nature and relative importance of contacts that the dean and chief of staff may have including alumni, civic leaders, foundations, other academic institutions, accrediting agencies, state and federal government and corporate leaders. Manage complex interfaces with many external organizations and individuals as well as high level university administration. (13%)3. Provide executive assistance to relieve dean of administrative type functions. Accept, screen, and redirect incoming telephone calls and emails for the dean and chief of staff; or place out-going calls on behalf of the dean's office. Serve as a link between the dean's office and the School of Medicine faculty, department chairs, hospital affiliates and peer institutions. This requires sensitive awareness of the issues under consideration, attention to detail, and an ability to anticipate needs, errors and omissions before they occur. (10%)4. Participate in short- and long-term strategic planning and program implementation with the dean and chief of staff. Attend weekly dean's leadership meetings to understand the full scope and prioritization of the dean's time. Make recommendations to management on policies and procedures and actively seek out and suggest improvements to operations, including new procedures, documentation and training. Rely on experience, independent judgment and decision making to plan and accomplish goals. Is empowered with a high degree of creativity and latitude. Assist with special projects. (10%)5. Serve as reception, greeting guests, faculty, students, and visiting families with knowledge and kindness. Answer phone lines and direct inquiries appropriately. Provide hospitality to visitors with refreshments, ensuring that the dean's meetings start promptly. Maintain ordering of office snacks and coffee. (10%)u00a0u00a0NONESSENTIAL FUNCTIONSServe as a link between the dean's office and School of Medicine students. This requires knowledge of university policies and procedures, events, and logistics regarding both medical and graduate students as well as tact, courtesy, responsiveness, and diplomacy. (5%)Assist peer executive assistant with candidate visits and event coordination. Assist with the State of

Created: 2026-02-12