Executive Assistant to the Dean

Executive Assistant To The Dean

Florida Atlantic University's College of Medicine is seeking an Executive Assistant to the Dean - Boca Raton, FL.

The Executive Assistant to the Dean of the College of Medicine plays a critical role in providing comprehensive administrative support to the Dean's office. This position is responsible for managing a wide range of administrative, communication, and coordination tasks to ensure the efficient operation of the Dean's Office and to support the College's strategic initiatives.

Summary of Responsibilities :

• Ensure a welcoming and professional environment for fellow FAU employees, students, visitors, and guests.
• Manage calendars, appointments, and meetings, ensuring optimal time management and prioritization of tasks.
• Process and prepare spending and travel authorizations and expense reports / reimbursement requests. Assist in managing the office phone bills for the Dean's office, Marketing & Communications, Staff Affairs phone bills and record keep the phone verification forms. Ensure staff submit their monthly verifications in a timely manner.
• Organize, schedule, and prepare materials for meetings, committees, and special events involving the Dean's Office. Attend meetings as needed, take minutes, and distribute follow-up action items.
• Provide backup as assigned including to review and approve Human Capital Management (HCM) actions via Workday such as job requisitions, hire requests, job changes, one-time payments, data changes, EESP requests, essential personnel designations, outside business activities, etc.
• Investigate and resolve problems and ensure that questions are handled in a professional and timely manner. Respond to confidential and sensitive information requests from the Provost's Office as assigned by the Dean, conduct research, resolve issues and ensure established deadlines are met.
• Respond promptly and professionally to incoming and outgoing communications, including phone calls, emails, and mail, and respond to inquiries as appropriate. Disseminate general information about the College, programs, events, and services to visitors and callers. Maintain up-to-date knowledge of College activities to provide accurate and timely information.
• Draft, edit, and proofread correspondence, reports, presentations, and other documents (often of a highly sensitive and confidential nature) on behalf of the Dean's Office.
• Maintain confidential files, records, and documents related to College initiatives, projects, and administrative matters. Create and manage filing systems, both physical and electronic, to ensure easy access and retrieval of information.
• Coordinate Dean's Conference Room reservation requests promptly and efficiently.
• Administer, organize, schedule, and provide logistical support for meetings, group visits, and luncheons involving the Dean's Office.
• Liaise with the Provost's Office and IEA as needed. Provide backup assistance as assigned by the Dean.
• Perform additional responsibilities and support special projects as needed, in alignment with the evolving needs of the Dean and the College of Medicine.

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 :

Minimum Qualifications :

A high school diploma and five years of appropriate experience required. Appropriate college coursework or vocational / technical training may substitute at an equivalent rate for the required experience. Preferred Qualifications / Skills : Associate or bachelor's degree from an accredited institution with a minimum of 3 years' experience. Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Excellent written and verbal communication skills. Highly resourceful team player, with the ability to also be extremely effective independently. Demonstrate the highest level of customer / client service and response. Demonstrate ability to achieve high-performance goals, and meet deadlines in a fast-paced environment, seek opportunities, and proposes solutions.

Salary : $41,000 - $56,000 per year.

College or Department : COM : Administrative & Financial Operations

Location : Boca Raton

Work Days and Hours : Monday - Friday, 8 a.m. - 5 p.m. Occasional evenings and weekends as needed.

Application Deadline : 2025-06-01

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 561-297-3004 or send an email at accomodate@fau.edu. To contact Human Resources, please call 561-297-3057. For communication assistance call 7-1-1.