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Executive Assistant

Wayne State University
Michigan, United States
Salary Not Specified
Posted Date
Sep 13, 2022
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Position Information

Posting Details

Posting Number

Position Title
Executive Assistant

Number of Vacancies

15 - College of Nursing

Primary Department
H1501-Deans Office Nursing

Working Conditions
Wayne State University requires all students, faculty and staff to be fully vaccinated against COVID-19 with limited exceptions. Learn more at:

Essential Functions (Job Duties)
Reporting to the Dean for the College of Nursing, the Executive Assistant manages projects on behalf of the Dean, provides executive support and facilitates a professional and efficient experience with the College for internal and external stakeholders. Oversees and participates in assigned programs and projects designed to achieve college goals and objectives. Interfaces with internal and external constituencies, Board of Visitors, donors, and senior leadership of the University. Functions as the confidential assistant to the Dean.

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)
Serve as the Dean's point-of-contact as required, prioritizing and responding to oral, phone and written communications, including those of a sensitive and/or confidential nature. Manage and maintain Dean's calendar and coordinate schedules and logistics for meetings and travel. Functions as a gatekeeper to assure prioritization of the Dean's time. Edit books and manuscripts written by the Dean, liaise with journal publishers, prepare bibliographies in correct formats, and facilitate reviews.
Collaborate with the Dean in the development, implementation, management, and evaluation of short and long-term projects, strategies, and tactics to advance the mission and strategic plan of the College and the Office of the Dean. Develop action plans, establish timelines and metrics, create reports, evaluate outcomes, benchmark against peers and implement changes. Responsible to the dean for implementation and evaluation of the College Strategic Plan.
Represent the office of the Dean in external and internal meetings, autonomously replying to questions and requests on behalf of the Dean. Facilitate meetings when necessary. Prepare and distribute necessary meeting materials to ensure effective meetings (agendas, reports, presentations, and minutes).
Assist in marketing and promoting the College of Nursing through outreach strategies and planned approaches. Create, develop, plan, and organize special events sponsored by the College of Nursing. Coordinate use of facilities. Develop and obtain approval of the budget for each event, monitor expenditures, develop and submit final financial report. Serve as the liaison to Board of Visitors, and major donors. Develop letters and other correspondence for fundraising efforts and to cultivate potential donor relationships.
Supervise assigned administrative staff. Assign tasks and communicate time lines for completion, provide training and oversight as needed.
Serve as recording secretary for the Dean's Executive Committee and Academic Leadership Committee. Maintain confidential minutes and prepare and execute action plans.
Other duties as assigned.

Unique Duties

Bachelor's degree

Bachelor's degree in business or healthcare-related field or a combination of education and relevant work experience. Graduate degree preferred.

Specialist (minimum 5 years of job-related experience)

Minimum five years in progressively responsible administrative or office management positions in support of organizational executives; in higher education preferred.

Knowledge, Skills and Abilities
COMMUNICATION SKILLS: Must have effective interpersonal skills. Must have the ability to communicate clearly, concisely, and professionally both orally and in writing. Must possess the ability to persuade and influence others and present narrative description of numerical data effectively.

PROBLEM SOLVING SKILLS & ANALYTICAL SKILLS: Works well in group problem solving situations and develops alternative approaches and ideas. Able to prioritize requests from multiple constituencies and to work in complex situations with minimal guidance. Detailed oriented, with strong organizational skills. Ability to compile and analyze accounting, financial, statistical and other quantitative data. Strong editing and proofreading skills.

FINANCIAL SKILLS: Ability to forecast and audit budgets and financial data.

BUSINESS ACUMEN: Understands objectives and mission of various projects, looks for creative ways to improve process and quality and can work within deadlines. Manages time effectively to maximize productivity and holds direct reports accountable for performance.

INTERPERSONAL SKILLS: Able to deal with frequent change, delays, or unexpected events. Changes approach or method to best fit the situation and reacts well under pressure.

CUSTOMER SERVICE SKILLS: Exhibits a pleasant, forthcoming demeanor to customers and responds professionally, promptly and courteously to customer requests for service and assistance. Practices follow-up to ensure customer needs are met and has ability to manage difficult or emotional customer situations. Sets a professional, competent tone for the operation of the Dean's Suite.

ORGANIZATIONAL LEADERSHIP: Relates work tasks to key organizational objectives/vision, exhibits sound and accurate judgment and provides vision and inspiration to peers and subordinates.

TECHNICAL SKILLS: Highly proficient in Microsoft Office applications with ability to create presentations in PowerPoint and building spreadsheets and graphs in Excel. Must have the ability to learn and adapt to new systems. Familiarity with project management software.

Preferred Qualifications
Event planning experience preferred. Experience leading projects preferred.

Testing Requirements
Not Applicable

Test Scheduling

Job Type

Job Category
Professional/Administration & Supervisory/Management

Duration of Posting

Fiscal Year of Job Open Date

Job Open Date
(When job is posted in the system)

Job Close Date
(or until suitable candidate is found)
Until Suitable Candidate is Found

Is this position reposted?

Reposting Reason:

Application Information

Background Check Requirements
University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting to work. If you are offered employment, the University will inform you if a background check is required.

Instructions for submitting your application:

Represented Position Message

Funding/Salary Information

Salary (Minimum)
(Non-Academic Only)

Salary (Hire Max)
(Non-Academic Only)

Salary (Maximum)
(Non-Academic Only)

Hourly Rate
(Non-Academic Only)

Salary Range
(Academic Only)

Is Position Bump Ineligible?
(Non-Academic, Represented positions only. Select 'No' for Academic. Select N/A if Non-represented.)
**NOTE: If 'Yes' is selected, then this is a Bump Ineligible Position (BIP). The person who bids or hires into this 100% grant funded position has no bumping rights upon grant expiration or in a reduction of force.

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