UNIV-Executive Administrative Assistant, College of Nursing

Job Description Summary

The Executive Administrative Assistant serves as the senior executive support and operational coordination professional for the Dean's Office within the College of Nursing. This position provides high-level executive administrative support to the Dean and coordinates day-to-day operational workflow within the Dean's Office to ensure continuity of operations, effective communication, and timely execution of priorities.

The position serves as a strategic administrative partner to the Dean by coordinating executive operations, leadership communications, strategic initiatives, and cross-functional administrative activities across the College. The role requires substantial independent judgment, discretion, initiative, and the ability to manage highly sensitive and confidential information.

This position works collaboratively with the Lead Administrative Coordinator and other administrative support personnel across the College to ensure seamless support, operational continuity, and effective cross-coverage for the Dean's Office.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC001082 CON Office Of The Dean

Pay Rate Type

Salary

Pay Grade

University-GEN11

Pay Range

66,400.00 - 92,900.00 - 119,500.000

Scheduled Weekly Hours

40

Work Shift

Job Description

MUSC Minimum Qualifications:

A bachelor"s degree and three years relevant program experience.

Preferred Experience:

• Experience supporting senior leadership
• Knowledge of executive administrative operations and office management practices
• Strong organizational and project coordination skills
• Ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• Ability to exercise discretion and maintain confidentiality
• Ability to work independently and collaboratively in a complex academic environment
• Strong problem-solving and critical-thinking skills
• Ability to coordinate complex schedules, meetings, and operational activities
• Proficiency in office productivity software and administrative systems

Job Duties:

Executive and Strategic Support (30%)

• Provides advanced executive-level administrative support to the Dean and supports executive operations of the College of Nursing.
• Coordinates and manages the Dean's complex calendar, priorities, scheduling, and executive commitments.
• Coordinates executive meetings, leadership work sessions, and strategic planning activities.
• Prepares executive briefing materials, reports, presentations, agendas, and supporting documentation.
• Supports executive decision-making by organizing and synthesizing information, tracking priorities, and monitoring deadlines.
• Coordinates follow-up and accountability tracking for Dean's Office initiatives and leadership directives.
• Assists in monitoring progress toward college strategic goals and operational priorities.
• Coordinates communications and interactions with university leadership, faculty, staff, students, external partners, and stakeholders.
• Exercises independent judgment in prioritizing issues, resolving administrative matters, and escalating concerns appropriately.
• Maintains highly confidential and sensitive information with discretion and professionalism.

Dean's Office Operations Coordination (25%)

• Coordinates day-to-day administrative workflow and operational continuity within the Dean's Office.
• Coordinates administrative workflow to ensure timely completion of executive and operational priorities.
• Collaborates closely with the Lead Administrative Coordinator and other College administrative personnel to ensure seamless operations and continuity of support.
• Facilitates cross-coverage planning and backup support for key administrative functions.
• Identifies operational inefficiencies and recommends process improvements.
• Assists in development and implementation of administrative procedures and operational workflows.
• Coordinates office communications, operational processes, and executive support activities.
• Serves as a primary point of contact for Dean's Office operations.
• Supports coordination of special projects, leadership initiatives, and operational activities.

Communications and Governance Support (15%)

• Supports executive communications, governance activities, and leadership engagement.
• Drafts and coordinates executive correspondence, communications, reports, and presentations.
• Coordinates leadership meetings, advisory committees, and governance-related activities.
• Prepares meeting agendas, materials, minutes, and follow-up documentation.
• Coordinates dissemination of executive communications and action items.
• Assists with coordination of accreditation, regulatory, and institutional documentation as requested.

Operational and Administrative Coordination (15%)

• Provides advanced operational coordination and administrative support for Dean's Office functions.
• Coordinates travel arrangements, event logistics, and executive scheduling activities.
• Assists with procurement coordination, reimbursements, and operational documentation.
• Maintains executive files, records, and operational documentation.
• Coordinates administrative support activities associated with College initiatives and leadership operations.
• Assists with preparation and coordination of reports, operational metrics, and data summaries.

Collaborative Support and Cross-Coverage (10%)

• Works collaboratively with Dean's Office personnel and College administrative staff to ensure continuity of operations.
• Provides backup support for critical Dean's Office functions as needed.
• Cross-trains with administrative personnel to ensure continuity of support.
• Collaborates with the Lead Administrative Coordinator to coordinate schedules, meetings, communications, faculty affairs activities, and operational support.
• Assists with operational coverage during periods of leave, vacancies, or high-volume activity.

Other Duties as Assigned (5%)

Performs additional duties and special projects as assigned in support of the Dean's Office and College operations.

Additional Job Description

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform "pinching" operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. (Frequent) Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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