Executive Assistant

Position Summary: This is an internal job posting, available only to current employees of Winston-Salem State University. The School of Health Sciences is seeking an Executive Assistant to the Dean. The Executive Assistant for the Dean of the School of Health Sciences will organize and coordinate office functions, draft memos, maintain calendars, book and reconcile travel, and take minutes on behalf of the Dean. Additionally, the selected candidate will provide administrative support to the Associate Dean of the School of Health Sciences and lead ongoing staff development & training for the Student Services Specialists within the School of Health Sciences. Responsibilities of the Executive Assistant include: Maintain the calendars of the School of Health Sciences Dean and Senior Associate Dean. Prevent scheduling conflicts or anticipate and resolve conflicts and competing priorities for the Dean's schedule. Attend meetings to stay abreast of and prioritize issues. Track and monitor pending issues for follow-up and independently develop agenda for future meetings. Plan and organize School of Health Sciences annual and special events, such as opening sessions, advisor board meetings, and retreats. Act as a gatekeeper to assure prioritization of the Dean's time. Respond to a wide variety of inquiries from faculty and staff. Coordinate travel activities for the Dean, to include: securing advanced payment approvals, registering for events, booking hotels and flights, and reconciling documents upon return. Lead training and development for SOHS student services specialists. Provide administrative and technical assistance on a wide range of special projects as assigned by Dean. Develop and manage a database of contacts, initiatives, and assignments. Record minutes or notes of meetings as required. Display proficient written communication skills through consistent written correspondences to the public, students, alumni, patrons, the departmental staff and faculty, and university employees. Efficient written communication is needed in planning projects, composing minutes and reports, and keeping records. Organize and assemble documents for executive meetings and independently edit, assimilate, and compose materials to use in various settings. Draft letters, memos, meeting agendas, and reports to communicate the Dean's decisions, ideas, and agenda. In the absence of the Dean, ensure that requests for action or information are relayed to the appropriate personnel. Consult with Dean on travel based on the appropriated amount in order to remain within budget. Develop an office supply list based on the appropriated amount and plan for meals or refreshments associated with Office of the Dean activity. Reconcile T-card after travel for the Dean. Assists the Dean in the preparation, monitoring, and tracking of program budgets across departmental accounts. Collaborate with Program Chairs to ensure budget requests and expenditures align with accountable, trackable actions and program goals. Work cooperatively with the Dean and members of the SOHS Leadership to carry out the university's mission, strategic goals, and objectives. Assist constituents with inquiries and requests on behalf of the Dean. Identify issues needing the Dean's attention, redirect others, and follow up to ensure resolution. Screen telephone calls, visitors, and appointments. Provide information or references appropriately. Open, read, and screen mail addressed to the Dean. Respond to routine correspondence and email as instructed. Assist with relaying vital information by attending meetings in the absence of the Dean. Serve as the SOHS Administrative Microsoft Team owner and uploads all prudent information needed for the training and development of SOHS student services specialists.