What are the responsibilities and job description for the Executive Assistant for the Office of the Dean position at University of South Carolina?
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.
Required Certification, Licensure/Other Credentials
Preferred Qualifications
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
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.
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.
Salary : $54,165 - $81,247
