Job Details
The Executive Assistant to the Dean provides high-level administrative, operational, and strategic support to the Dean of the Jefferson College of Rehabilitation Sciences. The position serves as a central point of coordination for the Dean’s office, ensuring efficient daily operations, effective communication, and seamless support for academic, clinical, research, and administrative initiatives. The Executive Assistant exercises discretion, sound judgment, and professionalism while managing confidential information and representing the Dean’s office to internal and external stakeholders.
Job Description
ESSENTIAL FUNCTIONS:
- Provide comprehensive administrative support to the Dean’s office, including complex calendar management, meeting coordination, travel arrangements, and correspondence.
- Serve as the primary liaison between the Dean’s office and faculty, staff, students, university leadership, clinical partners, and external constituents.
- Prepare, review, and edit correspondence, reports, presentations, agendas, and briefing materials on behalf of the Dean’s office.
- Coordinate college-level meetings (e.g., executive leadership, faculty committees, advisory boards), including scheduling, materials preparation, minutes, and follow-up actions.
- Manage confidential and sensitive information with the highest level of discretion and professionalism.
- Support strategic initiatives by tracking deadlines, monitoring progress on key priorities, and facilitating follow-up with interested parties.
- Assist with academic and administrative processes such as faculty affairs, accreditation support activities, policy documentation, and data requests.
- Maintain organized electronic and physical records for the Dean’s office in accordance with university policies.
- Facilitate onboarding and coordination for new faculty, staff, and leadership as directed.
- Monitor and respond to inquiries directed to the Dean’s office, prioritizing and routing matters appropriately.
OTHER FUNCTIONS AND COMPETENCIES:
- Support special projects, events, and initiatives for the College, including commencement activities, retreats, recognition events, and accreditation visits.
- Assist with budget-related administrative tasks such as expense tracking, purchasing requests, and reconciliation as assigned.
- Coordinate communication and logistics for visiting speakers, consultants, and external reviewers.
- Provide backup administrative support to other college leadership offices as needed.
- Participate in university and college committees or working groups as assigned.
- Perform other duties as assigned to support the mission and strategic goals of the college.
Competencies
Professional & Interpersonal
- Exceptional professionalism, diplomacy, and customer service orientation.
- Ability to build and maintain effective working relationships.
- Strong written and verbal communication skills.
Organizational & Administrative
- Advanced organizational and time-management skills with the ability to manage multiple priorities and deadlines.
- High attention to detail and accuracy.
- Ability to work independently, anticipate needs, and exercise sound judgment.
Confidentiality & Ethics
- Demonstrated ability to handle confidential and sensitive information appropriately.
- Strong ethical standards and commitment to institutional policies and procedures.
Technical & Operational
- Proficiency with office productivity tools (e.g., Microsoft Office, email, calendaring, document management systems).
- Ability to learn and effectively use university administrative systems and technologies.
Academic Environment Awareness
- Understanding of or ability to learn academic, clinical, and accreditation processes within health sciences environment.
- Adaptability and flexibility in a dynamic academic setting.
EDUCATIONAL/TRAINING REQUIREMENTS:
- Bachelor’s Degree required in Business, Health Administration or related field or demonstrated job experience.
EXPERIENCE REQUIREMENTS:
- 5 years of experience in administrative support roles is required, in an academic setting is preferred.
ADDITIONAL INFORMATION:
- Proficient PC skills in MS Word, Excel and database software are required.
Work Shift
Workday Day (United States of America)
Worker Sub Type
Regular
Employee Entity
Thomas Jefferson University
Primary Location Address
901 Walnut Street, Philadelphia, Pennsylvania, United States of America
Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.
Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.
Benefits
Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service. All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps), have access to medical (including prescription) insurance.
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