Executive Assistant I

Western Michigan University Homer Stryker M.D. School of Medicine - Kalamazoo, MI3.4

Western Michigan University Homer Stryker M.D. School of Medicine is seeking an Executive Assistant I within the Office of the Dean. Responsible for providing executive level support to one or more Associate Deans of the School of Medicine. Acts as a liaison for the Associate Deans, the executive office, and other constituents. Independently manages multiple task and projects with competing priorities and deadlines. Organizes and maintains administrative processes. Handles details of a highly confidential and critical nature. Must function efficiently and effectively in a fast-paced professional environment. Must have skill and knowledge of organizational policies and practices.

Ability to anticipate the Associate Dean(s)’ needs and proactively bring together appropriate people and resources in support of the Associate Dean(s).
Manages the daily schedule of the Associate Dean(s), ensuring that the Associate Dean(s) is aware of his schedule and prepared for all meetings in advance; keeps appointments and meetings on time, or changes schedules when necessary.
Manages external and internal contacts for the Associate Dean(s), proactively understands who they are, which are priority contacts, and keeps track of communication for priority contacts.
Independently processes and/or composes correspondence, reports, agendas, minutes, documents, and presentations for the Associate Dean(s) and/or the executive team in response to routine inquiries.
Develops and maintains a system that alerts to upcoming deadlines on incoming requests or events.
Analyzes incoming correspondence including telephone messages, faxes and email to determine significance and assigns to appropriate staff.
Ensures excellent communication and coordination with internal and external stakeholders. Tracks all issues to satisfactory resolution and completion.
Contributes to, and manages special projects as required.
Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
Acquires knowledge for new technology as necessary to support the executive office.
Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
Acquires knowledge for new technology and policy/procedure revisions.
All other duties as assigned.
Bachelor Degree required/in progress or minimum of three years of administrative assistant or related experience.
Minimum of three years of relevant work experience supporting high level executives, preferably in education or healthcare
Project coordination experience required
Highly proficient using Microsoft Word/Excel/PowerPoint/Access/Visio/Project, Adobe Acrobat, email, scanning and document management software, and internet research skills
High level of working knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
Proficiency in administrative and clerical procedures, systems organization, management of printed and electronic files and records, transcription, form design and other office procedures
Ability to handle high-level administrative issues, analyze and solve work-related problems
Ability to work independently, perform as a self-starter, and meet critical deadlines
Ability to use various software programs to develop correspondence, documents, agendas, meeting materials, presentations, organizational charts, etc.
Time management skills to manage competing priorities and overlapping deadlines
High degree of integrity to maintain absolute confidentiality in all matters related to the executive offices
About Western Michigan University Homer Stryker M.D. School of Medicine

As one of the newer US medical schools, WMed is an exciting environment to pursue an academic career. The medical school is a collaboration of Western Michigan University and Kalamazoo's two teaching hospitals, Ascension Borgess Health and Bronson Healthcare. The medical school is a private 501(c)(3) nonprofit corporation supported by private gifts, clinical revenues, research activities, tuition, and endowment income. WMed is fully accredited by the Liaison Committee on Medical Education (LCME) and also by the Higher Learning Commission (HLC). The inaugural medical student class graduated in 2018 after completing an innovative, patient-centered four-year curriculum that prepares them to be exceptional clinicians, leaders, educators, advocates, and researchers of tomorrow. There are more than 200 residents and fellows in ten residencies and three fellowships accredited by the Accreditation Council for Graduate Medical Education (ACGME). WMed has Joint Accreditation for interprofessional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education (ACCME). The School of Medicine Clinics are housed in a modern 60,000 square foot clinical building on the Oakland Drive Campus and are accredited by The Joint Commission with recognition by the National Committee for Quality Assurance (NCQA) as a Patient-Centered Medical Home. The 350,000 square foot educational building on the W.E. Upjohn M.D. Campus located in downtown Kalamazoo underwent a $78 million renovation and expansion project including two laboratory research floors and a state-of-the-art Simulation Center that is accredited by the Society for Simulation in Healthcare. The Innovation Center on the Parkview Campus is a life science, technology, and engineering incubator serving the earliest startups to maturing companies with laboratory, office and conference space, access to core scientific equipment and expertise, and a wide range of support services.

Kalamazoo is a wonderful and vibrant city, located midway between Chicago and Detroit. It is a short distance from Lake Michigan, and home to two nationally ranked institutions of higher learning, Western Michigan University and Kalamazoo College. Kalamazoo is known for its community focus and emphasis on access to quality education at all levels. The Kalamazoo Promise is a nationally renowned program in which graduates of Kalamazoo Public Schools receive free tuition to attend public and private colleges in Michigan. Kalamazoo and Michigan provide extensive entertainment and recreational activities, including opportunities to enjoy the outdoors, unique restaurants and shops, and a strong culture supporting the arts.