Executive Assistant to the Campus Provost & Dean, College of Osteopathic Medicine
Executive Assistant to the Campus Provost & Dean, College of Osteopathic Medicine
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Salary Not Disclosed
1 Vacancy
Job Description
Overview
The Executive Assistant (EA) provides high-level administrative operational and organizational support to the Campus Provost and Dean of the College of Osteopathic Medicine at Touro University California (TUC). This role serves as a trusted partner and liaison to internal and external stakeholders ensuring smooth coordination of strategic initiatives communications budget activities and key institutional events. The EA must demonstrate sound judgment professionalism and the ability to manage multiple priorities in a fast-paced academic and healthcare environment.
Responsibilities
Administrative & Executive Support
- Manage and prioritize the Provost/Deans complex calendar including scheduling meetings retreats and travel arrangements.
- Prepare and edit correspondence reports presentations and confidential documents on behalf of the Provost/Dean.
- Serve as the first point of contact for the Provost/Deans office prioritizing requests and maintaining effective and professional relationships with faculty staff students senior leadership and external partners.
- Maintain and organize files communications and task tracking systems to support the operational flow of the office.
Operations Budget & Strategic Coordination
- Coordinate and follow up on major projects and initiatives led by the Provost/Dean including campus-wide and college-specific goals.
- Support leadership meetings Town Halls and strategic planning efforts through agenda preparation minutes and follow-up actions.
- Assist in managing the COM Deans Office budget including tracking expenditures processing reimbursements reviewing budget reports and supporting procurement activities.
- Liaise with Finance and other departments to ensure timely reconciliation and compliance with university budget policies.
Event Planning & Logistics
- Lead planning and execution for major events such as COM Commencement White Coat Ceremony student luncheons faculty recognition events and executive leadership retreats.
- Manage event logistics including venue reservations catering invitations audiovisual needs run-of-show schedules set-up and on-site support.
- Collaborate with University Relations Student Affairs and external vendors to deliver impactful mission-aligned events.
- Prepare scripts speeches and speaking points for the Provost/Dean and coordinate event communications.
- Support other college and campus events as needed
Communications & Relationship Management
- Draft and distribute high-level communications campus updates and internal memos on behalf of the Provost/Dean.
- Act as a representative of the Provost/Deans office in internal meetings and on planning committees as needed.
- Maintain excellent working relationships with university departments system leadership and external partners.
- Facilitate monthly staff meetings for cross department communication and updates
Perform additional duties as assigned by the Provost/Dean.
SUPERVISORY RESPONSIBILITIES (if applicable): should reflect who the employee is supervising and what the expectations are.
This position may involve supervision of student workers temporary staff or event volunteers.
May coordinate and oversee work-study students and other staff when supporting or leading institutional events.
Qualifications
QUALIFICATION(S): is the Education Training and/or related experience needed by the person to perform the job.
- Bachelors degree required; Masters degree or equivalent experience preferred.
- At least 5 years of progressively responsible experience in executive-level support ideally within higher education or healthcare.
- Strong proficiency with Microsoft Office Adobe Zoom Box and collaborative platforms (e.g. Teams project management tools).
- Demonstrated experience with event planning and basic budget management.
- Experience supporting a senior academic administrator with institution-wide responsibilities.
- Familiarity with osteopathic medical education institutional governance and/or event protocol in an academic environment.
CORE COMPETENCIES: Core competencies identify the behavior an employee is expected to demonstrate.
- Exceptional organizational skills and attention to detail.
- Outstanding communication (written and verbal) and interpersonal abilities.
- High level of discretion in handling sensitive and confidential information.
- Ability to prioritize tasks meet deadlines and adapt to shifting demands.
- Professional service-oriented demeanor with a proactive approach to problem-solving.
PHYSICAL DEMANDS:
Amount of Time
NONE
UP TO 1/3
1/3 TO 2/3
2/3 OR MORE
STANDING
X
WALKING
X
SITTING
X
TALKING HEARING
X
USING HANDS TO FINGER HANDLE FEEL OR WRITE
X
CLIMBING OR BALANCING
X
STOOPING KNEELING CROUCHING OR CRAWLING
X
REACHING WITH HANDS OR ARMS
X
TASTING OR SMELLING
X
SIGHT
X
KEYING
X
LIFTING REQUIREMENTS:
Amount of Time
NONE
UP TO 1/3
1/3 TO 2/3
2/3 OR MORE
UP TO 10 POUNDS
X
UP TO 35 POUNDS
X
UP TO 50 POUNDS
X
UP TO 100 POUNDS
X
MORE THAN 100 POUNDS
X
WORK ENVIRONMENT:
NONE
LOW
MEDIUM
HIGH
WET HUMID CONDITIONS(NON-WEATHER)
X
WORKING NEAR MOVING MECHANICAL PARTS
X
WORKING IN HIGH PRECARIOUS PLACES
X
FUMES OR AIRBORNE PARTICLES
X
TOXIC OR CAUSTIC CHEMICALS
X
OUTDOOR WEATHER CONDITIONS
X
EXTREME COLD(NON-WEATHER)
X
EXTREME HEAT (NON-WEATHER)
X
RISK OF ELECTRIC SHOCK
X
WORKING WITH EXPLOSIVES
X
RISK OF RADIATION
X
VIBRATION
X
NEEDLE STICKS/BLOOD BORNE PATHOGENS
X
VISION REQUIREMENTS: Must meet DMV vision requirements
TYPICAL NOISE LEVEL: High
Maximum Salary
Minimum Salary
Employment Type
Full-Time
