The mission of the University of St. Augustine for Health Sciences
is the development of professional health care practitioners
through innovation, individualized, and quality classroom,
clinical, and distance education.
University of St. Augustine for Health Sciences (USAHS) is
currently seeking a highly qualified, experienced Executive
Assistant to provide support to the University Chancellor and Chief
Executive Officer. The ideal candidate must be professional,
proactive and able to anticipate the needs of a C-level executive.
Individual must be able to manage sensitive, confidential
information in support of executive leadership for the university
This position will work in the Office of the Chancellor and will be
responsible for providing all aspects of administrative support as
Candidate must be highly proficient in Word, Excel, and PowerPoint
and have excellent written and verbal communication skills.
Qualified Executive Assistant will be responsible for coordinating
activities and communications across multiple campuses, departments
and programs on behalf of the Chancellor. In addition, the role
will lead various event logistics, manage complex calendar for
C-level executive, travel for both domestic and international
trips, executive team budget and time off tracking, data reporting,
communications and editing/creation of time-sensitive and critical
presentations. In addition, the qualified candidate will handle
incoming and outbound phone calls, expense reporting and
spreadsheets in support of institutional needs across campuses and
ESSENTIAL DUTIES AND RESPONSIBILITIES
Include but are not limited to the following
Calendar scheduling to include coordinating, scheduling and
updating of calendars across time zones and geographies.
Work in collaboration with other administrative assistants to
coordinate university meetings, group discussions and ongoing
executive-level committee meetings on behalf of the
Responsible for compilation and distribution of meeting agendas and
minutes for executive level meetings.
Events and Logistics
- Manage high volume of meeting requests for the Office of the
Chancellor; able to critically prioritize meetings to ensure
effective and efficient scheduling and use of time.
Provide primary support for meetings to include, but not limited to
arranging meeting logistics, preparing agendas, collecting any
supporting information, and compilation/distribution of meeting
Work in collaboration with IT department to ensure a smooth and
seamless meeting experience. Meeting platforms include live
meetings/interactive software, video conferences, conference calls,
Town Halls, etc.
Coordinate offsite meetings and logistics, and associated hotel
accommodations, catering, room set up, document preparation,
Expense Reporting and Invoicing
- In partnership with the Campus Director, coordinate, develop
and support local campus events and functions.
Manage and prepare expense reports using online expense portal and
through manual methods; submit for reimbursement.
Proactively manage any extraordinary expenses to ensure appropriate
approval prior to expenditure.
Work collaboratively with Controller and Accounts Payable
department to manage expense and invoicing process for the Office
of the Chancellor.
Manage domestic and international travel itineraries to include
coordinating travel and lodging arrangements, updating calendars
with travel information and confirming reservations.
Conduct research as needed for travel arrangements to ensure
efficient and cost-effective travel arrangements.
- Create detailed itineraries with all pertinent information to
ensure a seamless travel experience.
Reporting, Presentations and Project Management:
- Provide a bridge for smooth communication between the senior
leader’s office and internal departments, while demonstrating
credibility, trust and support.
- Prepare general university communications to ensure timely and
clear dissemination of university-critical information.
- Review and edit communications and presentations on behalf of
Prepare documents such as spreadsheets and PowerPoint
presentations, create and maintain organizational charts, handle
correspondence, take meeting minutes, and prepare documents as
Prepare, process, and maintain database for special reports,
including invoices, check requests, time off forms, expense
reports, memberships, subscriptions and other needs as
Establish an organized system for maintaining regular and
confidential files and records.
Anticipate the needs of the institution; assume responsibility for
projects and make recommendations about current processes and
Monitor and order supplies and manage office equipment requests in
relation to maintenance; printers, copier service calls, and other
needs as requested.
Student and Guest Support:
Board Support and Liaison:
- Act as the first point of contact for potential students and
guests in the reception area; responsible for dealing with
inquiries on the phone and face-to-face.
- Create and maintain a schedule to ensure proper coverage of the
front desk receptionist area across campus locations; identify,
engage and oversee supplemental workers for the receptionist
- Serve as the senior leader’s administrative liaison to USAHS’s
Board of Directors.
OTHER DUTIES AND RESPONSIBILITIES
- Assist board members with travel arrangements, lodging, and
meal planning as needed.
- Maintain discretion and confidentiality in relationships with
all board members.
- Adhere to compliance with applicable rules and regulations set
in bylaws regarding board and board committee. matters, including
advance distribution of materials before meetings in
May perform other duties and responsibilities that management may
deem necessary from time to time.
POSITION IN ORGANIZATION
- US domestic travel required to campuses; must be able to travel
to support university events including Board meetings, awards
ceremonies, etc. in support of the Office of the Chancellor.
- May require occasional evening and weekend work as needed for
business needs and to support the senior executive’s agenda.
Customer Service Coordinator and
Student Workers on occasion.
TECHNICAL, MANAGERIAL, and PEOPLE SKILLS REQUIRED
To perform this job successfully an individual must be able to
perform each essential duty satisfactorily. The requirements listed
below are representative of the knowledge, skill, and/or ability
required. Incumbents will be evaluated, in part, based on the
performance of each essential function. Reasonable accommodation
may be made to enable individuals with disabilities to perform
- Must be a detail-oriented, self-starter who can work both
individually and in a collaborative team environment; have the
ability to handle multiple tasks in a constantly changing
- Strong ability to multitask and handle competing priorities,
solid organizational skills, and a customer service
- Demonstrates critical thinking skills to synthesize information
quickly to determine the appropriate path for action and
- Excellent written and verbal communication skills; excellent
listening and assimilation skills and the ability to thrive in a
- Ability to manage confidential information with integrity,
discretion and a high level of trust and integrity
EDUCATION and/or EXPERIENCE
- Must possess solid and advanced level skills in MS Outlook,
Word, Excel, PowerPoint, and SharePoint; knowledge of Visio is a
- High school diploma required. Secondary education or a degree
in a business school, trade school or an associate degree highly
- A minimum of 5 -7 years of administrative support experience,
preferably at the executive level, experience working in higher
education is highly preferred.
Collaborates - Building partnerships and working
collaboratively with others to meet shared objectives.
Being Resilient - Rebounding from setbacks and adversity
when facing difficult situations.
Instills Trust - Gaining the confidence and trust of others
through honesty, integrity, and authenticity.
Drives Results - Consistently achieving results, even under
Innovation - Creating new and better ways for the
organization to be successful.
Customer Focus - Building strong customer relationships and
delivering customer-centric solutions.