Assistant to the Dean

To ensure full consideration, applications must be received by 11:59pm (MT) on 09/28/2026. Position Summary: This position operates with a high degree of autonomy and independent judgment to manage complex scheduling and communications across multiple senior leaders, coordinate leadership meetings and priorities, and ensure the efficient and professional operation of the Dean’s Office and shared administrative spaces. Reporting to the Dean, the Executive Assistant serves as a central point of coordination and communication for the college, acting as a key liaison to faculty, staff, students, clinical partners, and campus stakeholders, while handling sensitive matters with discretion and professionalism. In addition to executive support, this role leads facilities and front-facing operations for the college, including oversight of mail and deliveries, coordination of conference and auxiliary space scheduling, and management of front desk duties and services to ensure a welcoming, organized, and responsive environment. By integrating executive support with operational functions, this position enables informed decision-making, supports leadership effectiveness, and advances the strategic and operational priorities of the College of Osteopathic Medicine Job Duties: Dean’s Office and Executive Leadership Support and Operations 35% - Provides comprehensive administrative and operational support to the Dean’s Office - Oversees daily office operations to ensure smooth workflow, timely responses, and consistent service to students, faculty, staff, donors, and visitors - Serves as the primary point of contact for the Dean’s Office and Executive Leadership, responding to inquiries, greeting visitors, and directing matters appropriately based on an understanding of executive priorities and college operations - Ensures the Dean’s Office maintains a professional, organized, and welcoming environment - Assists Executive Leadership with assigned projects and initiatives and provides support, documentation, and recording of committee meetings as assigned - Prepares and sends personalized donor thank-you correspondence on behalf of the Dean, supporting relationship-building and stewardship efforts - Assist in planning, management and logistics of Dean-level and College-level events as requested Calendar, Communication, and Records Support 20% - Manages the Executive Leadership Team’s calendars, including scheduling appointments, prioritizing meeting requests, coordinating availability, and anticipating logistical needs in support of executive effectiveness - Organizes and manages incoming correspondence, documents, and materials for Executive Leadership; prepares correspondence, reports, and meeting materials on the behalf of Executive Leadership members - Provide record-keeping and documentation support for the Academic Leadership Council and Deans Council, ensuring accurate tracking and continuity - Maintains confidential records, procedural manuals, and compliance documentation in accordance with university policies, supporting institutional accountability Building Operational Coordination 25% - Serves as the designated Building Coordinator for the College of Osteopathic Medicine, managing facilities coordination by initiating, tracking, and resolving work orders in collaboration with Facilities Management to ensure operational readiness, safety, and a professional environment. - Oversees mailroom operations and delivery coordination for the college, including receiving, sorting, and distributing mail and packages; coordinating with campus and external delivery services; and ensuring timely and accurate handling of sensitive or time-critical materials. - Manages conference room and auxiliary space scheduling for the college, serving as the central point of coordination for shared spaces, resolving scheduling conflicts, and ensuring spaces are appropriately prepared and equipped for meetings, events, and academic activities. - Coordinates front desk operations, including staffing, training, and scheduling of coverage, to ensure consistent, professional, and responsive service for students, faculty, staff, visitors, and external partners. - Manages and authorizes the procurement, coordination, and deployment of equipment, supplies, and materials for new and current employees, ensuring staff are fully operational and resources meet university standards. - Serves as a primary liaison with vendors, service providers, and campus partners (e.g., Facilities, IT, Shipping/Receiving) to coordinate services, resolve issues, and maintain continuity of operations. - Monitors building operations and proactively identifies and addresses facility, space, or service needs to support a functional, organized, and welcoming environment aligned with the college’s professional standards. Meetings, Travel, and Logistical Support 10% - Plans, schedules, and coordinates meetings for the Executive Leadership Team including managing meeting logistics - Coordinates travel arrangements and processes travel authorizations and reimbursements for the Executive Leadership Team ensuring compliance with university travel and procurement policies - Anticipates logistical needs related to meetings, travel, and events, providing proactive support to executive leadership - Leads logistical coordination for meetings and travel involving external collaborators, ensuring adherence to university procedures and supporting effective engagement with COM accreditors and partners Other Duties as Assigned 10% - Collaborates with Administrative Service Center (ASC) team members and college leadership to support cross-functional initiatives, ensure alignment with university processes, and improve operational efficiency. - Assists with special projects and strategic initiatives in support of the Dean’s Office and College of Osteopathic Medicine priorities, including startup activities, strategic planning, accreditation support, and new program implementation. Identifies opportunities to improve administrative, operational, and communication processes and recommends solutions to enhance efficiency and service delivery. - Provides backup support for other administrative or operational functions within the college as needed to ensure continuity of operations. - Participates in training, professional development, and university committees or working groups to remain current on policies, systems, and best practices. Minimum Qualifications: - Bachelor’s degree required plus 2-5 years executive leadership support. Substitution: Additional appropriate experience will substitute for the degree requirement on a year-for-year basis. - A minimum of three (3) years of progressively responsible administrative or executive support experience is required, preferably in a higher education, healthcare, or similarly complex organizational environment. Experience supporting senior-level leadership, managing complex calendars, coordinating meetings and events, and handling sensitive or confidential information is strongly preferred. - Demonstrated ability to manage multiple priorities, coordinate across departments, and provide high-level customer service in a fast-paced environment is essential. - Experience with office operations, facilities coordination, front desk or customer-facing services, and basic purchasing or financial processes is preferred. Additional Requirements Interested applicants should submit the following: - Cover letter outlining interest and qualifications - Resume - Names and contact information of three professional references