Executive Assistant for the Office of the Dean

Posting Details

Posting Summary

Logo

Posting Number STA00242PO25

Job Family Administrative Support

Job Function Administrative Services

USC Market Title Executive Assistant

Link to USC Market Title https://uscjobs.sc.edu/titles/131928

Job Level P2 - Professional

Business Title (Internal Title) Executive Assistant for the Office of the Dean

Campus School of Medicine Columbia

Work County Richland

College/Division School of Medicine Columbia

Department SOMC Office of the Dean

State Pay Band 6

Approved Starting Salary $54,165

Advertised Salary Range $54,165 - $81,247

Location of Vacancy

Part/Full Time Full Time

Hours per Week 37.5

Work Schedule

Standard working schedule: 8:30am – 5:00pm

Must be willing to work a flexible schedule to meet the needs of the department.

Basis 12 months

Job Search Category Administrative

About USC

About University of South Carolina

From the Upstate to the Lowcountry, the University of South Carolina system is transforming the lives of South Carolinians through the impact of our eight institutions and 20 locations throughout the state. More than 50,000 students are enrolled at one of eight institutions, including the research campus in Columbia and comprehensive four-year universities in Aiken, Upstate and Beaufort. In addition, our Palmetto College campuses in Salkehatchie, Union, Lancaster and Sumter enable students to earn associate or bachelor’s degrees through a combination of in-person, online or blended learning. All of our system institutions place strong emphasis on service — helping to build healthier, more educated communities in South Carolina and beyond.

Benefits for FTE Positions

The University of South Carolina (USC), through the State of SC and Public Employee Benefit Authority (PEBA), offers employees a valuable benefits package, including health and life insurance, generous paid leave and retirement programs. To learn more about USC benefits, access the "Working at USC" section on the Applicant Portal at https://uscjobs.sc.edu. Research Grant or Time-limited positions may be eligible for all, some, or no benefits, based on the grant or project funding.

Position Description

Advertised Job Summary

Under general supervision plans, coordinates, and provides administrative support for the Dean and the Office of the Dean for the School of Medicine Columbia ( SOMC ). Serves as a close supporter or advisor to the Dean and is responsible for providing support on all of the Dean’s USC SOMC’s activities and ensuring alignment of school, university, and clinical activities. Responsible for day-to-day coordination and assistance with workflow, communication, presentation, and scheduling of the Office of the Dean’s activities. Works collaboratively with USC and all clinical partners and assistants as well as external academic partners to ensure proper connection and communication. This position will work directly with various stakeholder groups (internal/external), students, faculty, institutional and administrative offices, donors, AAMC , affiliates, and other similar agencies. This position will require ad hoc and miscellaneous job duties at various locations and times in order to successfully support the Dean and his Office.

Job Related Minimum Required Education And Experience

Requires a bachelor’s degree in a job related field and 2 or more years of job related experience, which may be substituted by an equivalent combination of job related certification, training, education, and/or experience.

Preferred Qualifications

Required Certification, Licensure/Other Credentials

Knowledge/Skills/Abilities

Knowledge of SC State regulations, University procedures and policies/procedures. Organizational skills, time management skills, and ability to multi-task and juggle conflicting priorities. Knowledge of University faculty/staff administration. Ability to work both independently and as a part of a team. Ability to communicate effectively in writing, via phone, and in person to various audience groups from multiple locations or times of the day.

Demonstrates commitment to conducting business lawfully and ethically by consistently adhering to compliance policies, procedures, and regulations

Job Duties

Job Duty

• Coordinates certain SOMC committees or meetings for the Dean or Office of the Dean at the direction of the Dean and or their designee.
• Prepares, collects, and shares meeting documents in preparation for formal or informal meetings including meeting agenda, materials and minutes, as appropriate.
• Coordinates and collaborates with deans, chairs and others as needed to include coordinating faculty surveys as required by or for the Office of the Dean.
• Serves as a point of contact for the Office of the Dean programs under the responsibility of the Dean, including scheduling meetings, maintaining minutes, etc.
• Interfaces with the SOMC administrative coordinators/assistants to ensure support for initiatives of the Associate Deans and Assistant Dean Finance and Administration.
• Ensures proper protocol is followed for Office of the Dean and ensures appropriate interaction takes place.
• Timely manages and files expenses and/or procurement items including those related to purchase or p card, reimbursements and travel documents for the Dean and his Office.
  
  
  

Essential Function Yes

Percentage of Time 20

Job Duty

• Provides executive-level support on day-to-day tasks and coordinates Dean activities within the school, university or with collaborative partners.
• Plans and coordinates daily operations and activities of the Office, including informing and sharing daily plan with the Dean.
• Supports Dean’s strategic priorities and sets Dean directed priorities as first and primary for completion.
• Monitors information flow, sometimes acting as a gatekeeper, ensuring Dean’s involvement in project or decision-making process at the right moment.
• Coordinates the annual faculty evaluation process.
• Manages/coordinates Dean’s time.
• Monitors and updates long-term travel calendar, evaluates opportunities and determines fit with priorities.
• Manages, priorities, and coordinates Dean’s appointment calendar, special events, to include preparation/provision of all information and materials for briefing of the Dean.
  
  
  

Serves, as appropriate, as the Dean’s liaison with faculty, staff, students, parents, outside constituents, and the public.

Essential Function Yes

Percentage of Time 50

Job Duty

• Supports or assists Office of the Dean in the execution of special projects, including problem assessment, organizing teams to identify processes in need of improvement, aligning internal and external resources, tracking, and reporting performance, and crafting executive reports.
• Assist with special reports and presentations for the Dean, such as the accreditations reports, and others as requested by the Dean or Dean’s designee. Includes editing, proofing and or creating from notes documents and or presentations from information provided by the Dean or their designee.
• Assists/coordinates for the Dean working on complex projects for initiatives, bringing together multiple stakeholders to help drive decisions.
• Maintains, as appropriate, information regarding organizational policies and procedures for SOMC and areas of responsibility under the scope of the Dean or as the Dean requests.
• Manages confidential correspondence and matters of sensitivity.
  
  
  

Collaborates closely with Dean’s Cabinet and designees of the Dean and the operations team to facilitate efficient and quality operations in respective areas.

Essential Function Yes

Percentage of Time 25

Job Duty

Works with Office of Institutional Research, Assessment and Analytics ( OIRAA ) and coordinate with

SOM Human Resource to complete the ( OIRAA /SAC’s)reports and ensure faculty credentials are up to date and Alternative credentials are in compliance for each semester.

Essential Function Yes

Percentage of Time 5

Position Attributes

Employees in Safety-Sensitive or Security-Sensitive positions will be subject to pre-employment and post-employment drug testing in accordance with University policy HR 1.95 Drug and Alcohol Testing.

Safety Sensitive or Security Sensitive No

Hazardous weather category Non-Essential

Posting Detail Information

Number of Vacancies 1

Desired Start Date 05/01/2025

Job Open Date 03/28/2025

Job Close Date 05/12/2025

Open Until Filled No

Special Instructions to Applicant

Positions are advertised for a minimum of five (5) business days on our job website. After five (5) business days, positions can be closed at the discretion of the department at any time. This employment site is updated on a regular basis. The length of the recruitment and screening process may vary from position to position, depending upon a variety of factors. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted by phone or email.

We are only accepting applications submitted by May 12, 2025.

Quicklink for Posting https://uscjobs.sc.edu/postings/185243

EEO Statement

The University of South Carolina does not discriminate in educational or employment opportunities or decisions for qualified persons on the basis of age, ancestry, citizenship status, color, disability, ethnicity, familial status, gender (including transgender), gender identity or expression, genetic information, HIV /AIDs status, military status, national origin, pregnancy (false pregnancy, termination of pregnancy, childbirth, recovery therefrom or related medical conditions, breastfeeding), race, religion (including religious dress and grooming practices), sex, sexual orientation, veteran status, or any other bases under federal, state, local law, or regulations.