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SOMA - Executive Assistant

A.T. Still University
Arizona, United States
Salary Not Specified
Posted Date
Aug 6, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Deans
Employment Level
Employment Type
Full Time
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A.T. Still University's School of Osteopathic Medicine (ATSU-SOMA) in Arizona is seeking an Executive Assistant for the Mesa, Arizona campus. This position reports to the Dean of ATSU-SOMA.

The executive assistant provides strong administrative support for the ATSU-SOMA dean to meet the mission and vision of the school. Provides management support for the Director of Operations for budget/accounting reporting. Additionally, supports associate and assistant deans, department chairs, faculty, staff, and students. Duties consist of but are not limited to coordinating all major departmental activities, calendar management for the dean, scheduling and coordinating meetings, travel management for the deans and maintain high-level communication and professional representation of the Dean of ATSU-SOMA. Records and distributes minutes from meetings of Accreditation Committee, Catalog Committee, Awards Committee, and Strategic Planning Committee. Processes check requests from the Deans' office and travel reimbursements as they relate to the Dean’s needs. Works closely with the Self-Study team to prepare and submit accreditation correspondence, reports, and other documents.

Major Job Duties:
  • Provides administrative support for the ATSU-SOMA dean, associate, and assistant deans, department chairs, faculty, staff, and students.
  • Initiates correspondence from the dean and associate deans to both internal stakeholders and external individuals and organizations (ex. accrediting bodies—COCA) including confidential and high-level correspondence.
  • Dean’s office liaison to ATSU Advancement, Alumni Services, Facilities, Student Affairs, the President’s Office and other ATSU schools/departments.
  • Maintains accreditation documents, university, and school policies, and high-level school files.
  • Records, publishes, and distributes minutes from high-level academic committee meetings.
  • Project management and tracking for assigned grants and awards, including MOUs, budgets and reports.
  • Provides management support for the Director of Operations for budget/accounting reporting.
  • Assists in preparing and delivering confidential Human Resource status forms, faculty contracts, job postings, and personnel requisitions.
  • Assists the Dean and Assistant Dean of Student Achievement with the Medical Student Performance Evaluation (MSPE) preparation and delivery by scheduling the preparation timeline meetings for collaborative review prior to final submission.
  • Prepares the AZ Postsecondary documents for the president’s office.
  • Event management related to ATSU-SOMA (i.e., White Coat Ceremony, Innovators’ Gala, Graduation, New Class Orientation, etc.) including the preparation of the Gala and Commencement program, any event scripts, and assists with the development of presentations.
  • Manages guest speaker arrangements for major ATSU-SOMA events.
  • Assists in the budget management for major ATSU-SOMA events described above.
  • Schedules cost-effective and timely travel for the ATSU-SOMA dean, associate and assistant deans.
  • Performs all administrative clerical duties required to support the ATSU-SOMA dean.
  • Mange highly confidential information for the Dean and ATSU-SOMA at large.
  • Provide HIGH-LEVEL customer service to students, vendors, business partners, community members, etc., including conflict resolution.
  • Prepares necessary correspondences from ATSU-SOMA dean, associate, and assistant deans.
  • Engage as a member of the ATSU-SOMA team, building successful working relationships, providing collaboration and teamwork to help initiate, maintain, and complete successful projects and initiatives.
  • Assist the Dean and Assistant Dean of Student Achievement with the MSPE for each graduating student.
  • Makes travel arrangements and processes travel expense reports for the Dean.
  • Creates purchasing requests and check requests for the deans.
  • Maintains scheduling & travel for the Dean.
  • Collaborates with university leadership, administration, department chairs, faculty, alumni, students, staff, and other professionals on various issues.
  • Provide support to the administration, ATSU-SOMA faculty, and staff as assigned.
  • Protects the privacy and confidentiality of all information pertaining to university business, personnel, and student information.
  • Coordinates with administration and faculty on compiling accreditation documentation and delivery of the documents.
  • Serves as primary source for resolving problems within the scope of the position.
  • Back up support for the ATSU-SOMA administration staff.
  • Other duties as assigned by the deans and Director of Operations.
Skill Requirements:
  • Excellent verbal and written communication skills, including editing, for in-person, phone and correspondence.
  • Strong interpersonal skills.
  • Managerial skills for work assignments and evaluations.
  • Problem-solving and critical thinking.
  • Detailed and task oriented.
  • Supportive, detail-oriented, team-oriented, professional appearance and personality, flexible and independent worker, and self-starter. Able to encourage and mentor subordinates.
  • An academic background is strongly desired.
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