Executive Coordinator, COM Dean's Suite
Executive Coordinator, COM Dean's Suite
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$ 56000 - 71000
1 Vacancy
Job Description
Apply now to join FAU on its race to excellence.
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Position Summary:
Florida Atlantic University is seeking an Executive Coordinator - Boca Raton FL.
The Executive Coordinator for the Deans Suite at the College of Medicine serves as an integral partner to the Dean and Associate Dean for Finance and Administration providing high-level administrative support. This dynamic role demands a highly organized resourceful and proactive individual who can manage complex schedules streamline office operations and maintain professionalism in all interactions. The ideal candidate will be an experienced executive support professional who possesses the discernment and tact needed to effectively manage the Deans Suite and support strategic initiatives within a fast-paced academic healthcare environment.
Summary of Responsibilities:
Take full ownership of the complex calendars for the Dean and Associate Dean for Finance and Administration. Coordinate and prioritize meetings appointments and travel arrangements ensuring efficient use of time and alignment with institutional priorities. Proactively manage changes and anticipate scheduling conflicts.
Serve as the backup receptionist for the Deans Suite greeting visitors answering phones and directing inquiries to the appropriate departments ensuring a welcoming and professional atmosphere for both internal and external stakeholders.
Provide comprehensive administrative support including preparing meeting agendas materials and presentations. Act as a trusted point of contact for both the Dean and Associate Dean for Finance and Administration responding to inquiries and ensuring timely follow-up on key action items.
Serve as the main point of contact for internal and external stakeholders including faculty staff students and partners. Demonstrate discretion and professionalism in managing communication ensuring that requests and inquiries are addressed promptly and appropriately.
Oversee the smooth day-to-day operations of the Deans Suite including managing office supplies maintaining office technology supervising student workers and ensuring the functionality of the physical workspace. Ensure that resources are allocated efficiently and effectively.
Handle sensitive and confidential information with the utmost professionalism ensuring compliance with privacy and security regulations. Exercise sound judgment when managing communications or documents that require confidentiality.
Draft review and edit documents presentations and reports for the Dean and Associate Dean for Finance and Administration. Ensure that all materials are of the highest quality meeting institutional standards and reflecting the priorities of the College of Medicine.
Foster communication and collaboration between the Deans Suite and other departments within the College of Medicine. Facilitate the flow of information to support initiatives and keep projects on track.
Perform additional responsibilities and support special projects as needed in alignment with the evolving needs of the Deans Suite and the College of Medicine. This may include assisting with high-priority initiatives coordinating cross-departmental efforts or handling unforeseen tasks that require discretion adaptability and professional judgment. The role demands a proactive approach to identifying opportunities to support the leadership team and contributing to the overall success of the College.
The College of Medicine at Florida Atlantic University seeks scholars who are committed to supporting the learning needs of students from diverse backgrounds and to thoughtfully engaging all communities in higher education. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the various internal and external communities that it serves.
FAU Benefits and Perks
If Benefits & Perks are important to you then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students staff and faculty FAU offers:
Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family) Dental Vision Life Insurance Flexible Spending plans Employee Assistance Program (EAP) and much more.
State retirement options including tax-deferred annuities and Roth 403(b) plans.
State employees Public Service Loan Forgiveness (PSLF) program.
Sick Leave Pool Program.
Paid time off (eligible employees) including vacation and sick leave 1 personal day 9 paid holidays and paid winter break (at Presidents discretion).
Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty the EESP program may be extended to spouses and dependent children (eligibility rules apply).
For details on FAUs amazing offers visit us at Living in Palm Beach County:
The goal is to provide local employers and new employees in the area a comprehensive guide with places to live. View it here: Qualifications:
Masters degree from an accredited institution in an appropriate area of specialization; or a bachelors degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.Preferred Qualifications/Skills:
Masters degree in a related field.
Five - seven years of experience in an administrative role with a focus on supporting senior leadership or academic administration.
Previous experience in higher education healthcare or academic medicine.
Exceptional organizational skills with the ability to manage multiple high-priority tasks and anticipate the needs of the Dean and Associate Dean for Finance and Administration.
Superior communication skills both written and verbal with a professional and polished demeanor when engaging with internal and external stakeholders.
Proficiency in managing executive calendars and complex scheduling with an ability to adjust for last-minute changes and shifting priorities.
Strong problem-solving abilities and a proactive solutions-oriented approach to work.
High level of proficiency in Microsoft Office Suite and other office management tools.
Professionalism and discretion in handling confidential and sensitive information.
Strong interpersonal skills with the ability to maintain a calm and positive presence in high-stress situations.
Ability to work independently and efficiently while maintaining a collaborative and team-oriented approach.
Salary:
$56000 - $71000 per year.College or Department:
COM: Administrative & Financial OperationsLocation:
Boca RatonWork Days and Hours:
Monday - Friday 8 a.m. - 5 p.m. Occasional nights and weekends as needed.Application Deadline:
Special Instructions to Applicant:
APPLICATION DOCUMENTS REQUIRED:Resume
Cover letter
OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official sealed transcripts and original NACES evaluation if applicable sent from their educational institution to Human Resources prior to the start of employment.
PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II) motor vehicle check credit check reference checks alcohol and drug screening check.
REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact the Office of Civil Rights and Title IX at or send an email at To contact Human Resources please call . For communication assistance call 7-1-1.
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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