Executive Assistant

“Para la gente, y el futuro!  For the people, and the future!”

   2022 Higher Education Excellence in Diversity (HEED) award recipient from INSIGHT into Diversity

About the Burrell College Campus in Melbourne, Florida: 

The Burrell College of Osteopathic Medicine (“the College”), founded in 2013, is in Las Cruces, New Mexico, and is accredited by the Commission on Osteopathic College Accreditation (COCA). The College’s forthcoming additional location in Melbourne, Florida, is a four-year osteopathic medical school with 100 students per class.  The first class is scheduled for July 2024 matriculation. Like its campus in Las Cruces, New Mexico, which has an affiliation with New Mexico State University, the proposed Melbourne location will reside on the campus of the Florida Institute of Technology, a private STEM-focused university.  The College has operated a regional academic center in Florida for clinical clerkship rotations for the past three years.  Based on the success of these rotations, and the support of the medical community and community stakeholders, the College’s board of trustees decided to pursue the new four-year campus in Florida.  The College has been granted permission by the Commission on Osteopathic College Accreditation (COCA) to recruit to the Florida campus.  Other required approvals could be received as soon as the late summer of 2023.

This position is scheduled to start on July 5, 2023.

Summary:

The Executive Assistant provides the highest-level administrative and secretarial support to the Florida Campus Dean and other administrators as assigned. This position demonstrates Burrell College of Osteopathic Medicine’s (Burrell) values of respect, trust, integrity, and commitment. The incumbent must have a thorough knowledge of Burrell’s academic and administrative programs. The Executive Assistant must demonstrate independent judgment and a sophisticated understanding of the academic and administrative responsibilities of the individuals supported. The incumbent should maintain a high level of confidentiality, discretion, and excellent interpersonal skills to represent and advise the Campus Dean.  He/she also acts as the initial point of contact for both internal and external constituencies on all matters pertaining to the Florida Campus. The Executive Assistant assists and represents the Campus Dean in communicating with constituents. He/she researches, prioritizes, and follows up on multiple issues and concerns addressed to the Campus Dean and the staff he/she supports. The Executive Assistant reports to the Campus Dean.

Essential Duties and Responsibilities:

• Provide executive support in resolving administrative questions and issues related to the Florida Campus that do not require the personal attention of the Campus Dean.
• Read and screen incoming correspondence and reports; make a preliminary assessment of the importance of materials based on instructions from the Campus Dean and the predetermined, ongoing priorities of the campus.
• Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters; accordingly, make decisions to contact the Campus Dean at off-site locations in critical situations; make referrals to appropriate administrative staff or provide the requested information as appropriate.
• Maintain current knowledge of issues, problems, situations, and activities of special interest to the Campus Dean regarding the campus.
• Facilitate the calendars of the Campus Dean and others supported to schedule appointments and engagements.
• Manage, organize, and prepare regular reports.
• Coordinate conferences and meetings; make travel, lodging, and meeting room arrangements including refreshments/meals and other amenities; ensure agendas, recording of minutes (to include attendance), and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of minutes.
• Compose correspondence and prepare administrative reports and/or financial records.
• Process purchase requests and reimbursements for areas supported.
• Review, proofread, and edit documents prepared for the Campus Dean’s signature; ensure work product quality and quantity control by reviewing documents, reports, forms, records, or other materials for content, completeness, or accuracy; ensure proper grammar, punctuation, spelling, and usage as well as appropriate distribution and archiving.
• Organize and maintain confidential records and files for the Campus Dean; ensure the security of privileged information per the Campus Dean’s requests; authorize access to information as appropriate.
• Responsible for the planning and execution of campus events.
• Provide direction and support to administrative support staff.
• Perform related duties as assigned.

Other skills important for this position:

• Demonstrate ability to expertly navigate and retrieve information from web-based applications and tools.
• Demonstrate ability to assimilate information particular to academic settings, preferably in a College of Osteopathic Medicine environment.
• Exceptional attention to detail.
• Possess excellent communication skills, written and oral.
• Ability to multi-task in a fast-paced environment.
• Outstanding customer service skills, compassionate, courteous, and helpful phone etiquette. Ability to maintain the confidentiality of information and data.
• Strong organizational and planning skills that reflect the ability to prioritize competing demands and complete action items efficiently with minimal supervision.
• Ability to interact with individuals from different cultures and professional backgrounds, and exercise “people skills” verbally and written.

Minimum Qualifications and Experience:

• Education and/or progressively responsible experience equivalent to a bachelor’s degree in a related field.
• Strong working knowledge of Microsoft Office applications.

Working Conditions and Efforts:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• This job is conducted in an office work environment, sitting most of the time.
• Approximately 90% of this position’s duties require the use of a computer.
• Must be able to exert up to 20 lbs. of force occasionally.
• The noise level in the work environment is usually minimal.
• Some travel may be required.

Work Schedule:

• Typically, Monday through Friday, 8 am-5 pm.
• Occasionally require evenings and weekends for special events.

Note: Applicants must currently be authorized to lawfully work in the United States on a full-time basis.

Applications will be accepted until the position is filled; however, a review of resumes is scheduled to begin immediately.  Salary is commensurate with experience. EOE.

Applications should be submitted by electronic submission via the Burrell College Work Opportunities website.

https://burrell.edu/administrative-services/human-resources/work-opportunities/

Burrell College of Osteopathic Medicine is an equal opportunity employer
and values diversity in our faculty and staff as an important aspect of the educational process. 
BCOM encourages individuals with varied backgrounds and experiences to apply.