Executive Assistant I Job at Charles Drew University in Los Angeles

Mission Driven, Community Focused About | Charles R. Drew University of Medicine and Science (cdrewu.edu)

Charles R. Drew University is located in the Watts-Willowbrook area of south Los Angeles and was founded in 1966 in the wake of the Watts uprising. CDU was founded to address inadequate medical care in the region and to provide equitable medical education opportunities for underrepresented students.

CDU is strongly invested in the local and regional community. The university leads multiple partnerships and programs to provide equitable healthcare resources in a variety of south Los Angeles neighborhoods.

Job Summary:

The Executive Assistant will provide complex and diversified administrative support with minimal supervision. Anticipate the needs of the Dean, College of Medicine and proactively solve problems and/or independently handle issues. Assist in complex logistics utilizing advanced skills in administrative assignments which requires diplomacy, confidentiality, independent judgment, a liaison in communications, establishing a rapport with department heads, faculty, and staff within the College and across the University.

Essential Duties and Responsibilities:

• Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the Dean.
• Manage confidential documents with discretion and professionalism. Provide confidential administrative support and control access to sensitive information. Maintains confidential files ensuring quick retrieval at the request of the Dean.
• Coordinates the preparation, development, and distribution of documentation along with updating and maintaining all filing of documentation.
• Act on behalf of the Dean in regard to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
• Compose and produce business correspondence, reports, and related materials. Collect and organize data and determine appropriate formats for displaying results.Execute special projects, monitor deadlines, and initiate follow-up.
• Oversee all clerical and administrative support functions. Train, and develop all temporary staff and work-study students.
• Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Dean informed of all matters requiring his/her attention. Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and clinical partners
• Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
• Assists in creating/revising PowerPoint Presentations, creating Excel spreadsheets, charts, graphs, and pivot tables.
• Manage complex business travel in compliance with unit, university, and sponsor policies.
• Submission of expense reports, invoices, knowledge of the eRequester (Fraxion) system, follow up that all documentation is submitted correctly and paid on time.
• Ensure timely reconciliation of the Dean's corporate credit card charges and all business-related expenses.
• Serves as the liaison for the Executives with their direct reports. Responding to inquiries and requests, calendaring meetings, agenda, meeting notes, and assisting the Dean as needed.
• Develop agenda and facilitate team meetings as requested.
• Keep immediate supervisor informed of activities of the College, particularly of major or unusual developments, and seek his/her council.
• Assists all College of Medicine projects as requested.
• Track all personnel hiring in College of Medicine, collaborating with the Director of Operations and Office of the Provost and Human Resources.
• Represents the College of Medicine in the AAMC Deans' Assistants Group (DAG).
• Knowledgeable of departmental and University policies and procedures.

Other Duties and Responsibilities:

• Performs other work duties as requested and assigned.
• This position will require some flexibility to work after hours.
• Must be able to work on-site in person.

Qualifications/Requirements:

EDUCATION:

• Bachelor's degree required, Master's degree preferred; and/or equivalent of combined education and experience in a related field.

EXPERIENCE:

• Three (3) years as an Executive Assistant, preferably in higher education or a corporate environment
• Prior experiences providing confidential, administrative support to a senior leader/executive
• Project management experience

KNOWLEDGE/ABILITY/SKILLS:

• Advanced computer skills and demonstrated experience with MS office software and email applications, including AI, Excel, Word, PowerPoint.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills. Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Ability to multi-task, adapt to changing priorities and meet deadlines.
• Strong leadership and strategic management skills; experience partnering at the senior level across an organization.
• Experience in developing and mentoring administrative professionals.
• Self-starter who takes initiative. Able to identify and prepare deliverables for meetings.
• Ability to work in a fast-paced environment.
• High-level critical thinking, analyzing and problem-solving skills
• Ability to make administrative/procedural decisions and judgments.
• Some experience with project management or leading a project management team is preferred.
• Willingness and ability to learn a new organizational culture.
• Records maintenance skills.

COMPLEXITY:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasionally required to work in confined space.

MENTAL DEMANDS:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Frequent work on a variety of unrelated tasks. Constant calculating interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• Agreement with in-person on-campus schedule of 8-5pm.
• As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community. As a condition of enrollment and employment, students, faculty, and staff must comply with the current CDU COVID-19 requirements as described on the CDU COVID-19 webpage.Please visit the CDU Return to Campus website https://www.cdrewu.edu/covid-policy/ or email the Campus Nursing Office at nurseofficer@cdrewu.edu.
• Ability to work effectively with a diverse community, including persons of color and sexual minorities.

Compensation:

• $66,560.00 - $82,900.00 Annually

Position Status:

• Full Time

Work Location:

• On-site

EEO Statement: Charles R. Drew University is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Fair Chance Statement: Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local "Fair Chance" laws.