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Position Summary:
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, IEA, and other departments/colleges 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.
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:
Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
State retirement options including tax-deferred annuities and Roth 403(b) plans.
State employees Public Service Loan Forgiveness (PSLF) program.
Sick Leave Pool Program.
Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
Paid Community Engagement Volunteer Service Day
Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).
For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php
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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:
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:
$50,000 - $60,000 per year. **UPDATED**College or Department:
COM: Administrative & Financial OperationsLocation:
Boca RatonWork Days and Hours:
Monday - Friday, 8 a.m. - 5 p.m. Occasional evenings and weekends as needed.Application Deadline:
2025-12-08Special Instructions to Applicant:
This recruitment has been reopened; all previous applicants are still under consideration and need not reapply. This position may close without prior notice.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 [email protected]. To contact Human Resources, please call 561-297-3057. For communication assistance call 7-1-1.
What We Do
Florida Atlantic University, founded in 1961, is currently serving more than 30,000 undergraduate and graduate students at sites throughout its six-county service region in southeast Florida. The University's student body, which ranks as the most ethnically and culturally diverse in Florida's State University System, includes many men and women of non-traditional age.
Long known as an outstanding teaching institution, FAU is undergoing rapid development as a center of cutting-edge research, particularly in the biomedical arena. This process has been accelerated by the University's partnerships with four internationally known biomedical research organizations, the Scripps Research Institute, the Vaccine and Gene Therapy Institute, the Torrey Pines Institute for Molecular Studies and the Max Planck Society. Additionally, FAU's Charles E. Schmidt College of Medicine recently welcomed its inaugural class.
