Executive Assistant/Program Administrator, School of Medicine

Methodist University seeks candidates for an Executive Assistant/Program Administrator, School of Medicine. There are two positions available: an Executive Assistant/Program Administrator for the Academic Affairs Office and an Executive Assistant/Program Administrator for the Student Experience Office within its new School of Medicine, established in partnership with Cape Fear Valley Health in Fayetteville, NC.  Reporting directly to the Chief of Staff of the Medical School, the Executive Assistant/Program Administrator will support the Senior Associate Dean and program team for either Academic Affairs or Student Experience by providing high-level administrative and operational support. 

The successful candidate will demonstrate exceptional organizational, communication, and time management skills while serving as a trusted partner to the Senior Associate Dean and the program team. Responsibilities include coordinating and managing complex schedules, supporting activities, preparing and organizing meeting agendas and minutes, and supporting committee operations. The ideal candidate will possess a growth mindset, pay attention to details, demonstrate adaptability in the face of evolving priorities, proactively identify opportunities for improvement, and contribute positively to a culture of continuous learning and excellence. A commitment to collaboration, professionalism, customer service, and student-centered support is essential.

The ideal candidate will have three or more years of administrative experience in higher education and is committed to furthering the mission, vision, and goals of the College of Medicine and Methodist University. A bachelor's degree or higher is preferred. Interested applicants should apply through the Methodist University website.

• Provide high-level administrative and operational support to the Senior Associate Dean and the Academic Affairs Office/ or Student Experience Office.
• Coordinate and manage complex calendars, schedules, appointments, meetings, and special events for the Academic Affairs Office.
• Prepare, organize, and distribute meeting agendas, materials, minutes, and follow-up action items for committees, working groups, and leadership meetings.
• Assist with planning, coordinating, and supporting programs, events, activities, and initiatives.
• Prepare, proofread, edit, and distribute correspondence, reports, memoranda, presentations, forms, and other documents on behalf of Academic Affairs leadership.
• Research, compile, analyze, and organize information and data for reports, presentations, and meetings.
• Generate and prepare reports and supporting materials for internal and external meetings as requested.
• Maintain confidential records, files, databases, and documentation while exercising discretion and safeguarding sensitive information.
• Establish and maintain organized administrative, personnel, and office records, ensuring compliance with retention and purging procedures as appropriate.
• Support committee operations by coordinating logistics, maintaining records, tracking action items, and facilitating communication among committee members.
• Serve as a key point of contact for students, faculty, staff, and external stakeholders, providing exceptional customer service and professional support.
• Coordinate office logistics, including purchasing supplies and materials needed for Student Experience programs, events, and daily operations.
• Identify opportunities to improve workflows, processes, and administrative efficiency within the Academic Affairs Office.
• Manage multiple priorities simultaneously while meeting deadlines in a dynamic, fast-paced environment with frequent interruptions.
• Assist with special projects and assignments that advance the mission, vision, and goals of the School of Medicine and Methodist University.
• Support School of Medicine events, activities, and initiatives as needed, which may occasionally require attendance outside normal business hours, including evenings and weekends.
• Demonstrate professionalism, adaptability, sound judgment, attention to detail, and a commitment to continuous improvement in all aspects of the role.
• Perform other duties as assigned.

Required experience:

• 3 years or more of administrative experience in higher education. Some college training in business related subjects (and/or Business College training) or a combination

• MS Office suite (Teams, Excel, Word, etc.) and virtual meeting platforms (WebEx, Zoom, Teams, etc)

Preferred experience:

Health profession education, student affairs management or similar.

Bachelor’s degree or higher preferred