Administrative Assistant - Dean Suite & Assistant to the Vice President of Institutional Policy

Job Summary: The individual will serve as an initial contact person for the Edward Via College of Osteopathic Medicine (VCOM) Dean Suite and will provide high-quality executive support by displaying sound judgment, accuracy, diplomacy, confidentiality and discretion. The individual will perform administrative assistant activities for the Dean’s Suite. Responsibilities would include receptionist for the Dean’s suite which houses the President of VCOM, the Director of College Development and Alumni Affairs, the Assistant Director of Alumni Affairs, and the Vice President of Institutional Policy & Administrative Law. Job Duties: Serves as the receptionist for the suite, greets visitors and answers routine inquiries, and directs visitors to the appropriate offices. Assist students and faculty with appointments in the suite as needed. Schedule meetings for the Dean, the VP for Institutional Policy and Administrative Law, and the Director of College Development and Alumni Affairs in making appointments as needed. Assist the Executive Assistant to the Dean’s office and the Director of College Development and Alumni Affairs in the organization planning and execution of a wide variety of college events and social functions on and off campus to include meals, banquets, ULM football suite events, and meetings. Participates along with student affairs in the planning, organization, and execution of the White Coat Ceremony and Graduation. Frequently assist with clerical duties such as typing, correspondence, PowerPoint presentations, building databases, and creating reports as needed for Dean’s Suite. Maintain the conference room schedule for Administration Boardroom 306. Maintain a weekly calendar of all VCOM Louisiana Campus events affecting the Dean’s Suite, including important events at ULM that the VCOM Dean and others in the suite should be aware of. Maintain an adequate inventory of office supplies for Administration Prepare, organize, and maintain files for the VP for Institutional Policy and Administrative Law, including databases. Perform other duties as assigned. Required Qualifications: Education: Bachelor’s Degree. Previous work experience in a professional environment a plus. Licensure or certification: N/A Experience: Experience in administrative environment Skills required for this position: Highly organized Detailed-oriented Professional demeanor and appearance Ability to multi-task in a fast-paced environment Possess excellent time management skills Computer proficiency in such software products as Microsoft Office, Word, Excel, Access, PowerPoint, and email applications Ability to work seamlessly with team members and independently on own tasks Excellent customer service skills in dealing with executive level administrators, physicians, government officials, business executives, faculty and professional students Excellent interpersonal and communications skills, both orally and written Strong team player Commitment to company values Basic computer proficiency The successful candidate must be eligible to work in the United States. The successful candidate will be subject to a criminal history background check. Regular, reliable or predictable attendance is an required function of the job.