Executive Administrative Assistant to the Dean and Vice President for Academic Affairs

Location, Job Title, Benefits

Rocky Vista University in Englewood, CO has an opening for an

Executive Administrative Assistant to the Dean and Vice President for Academic Affairs (Full-Time)

To be considered for this position applicants should submit a resume/cover letter and salary requirements on our Careers page at www.rvu.edu .

SALARY:

$68,000 to $83,400 per year. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to skill, knowledge, experience, education, and credentials.

BENEFITS:

RVU offers a full benefits package that includes Health, Dental and Vision insurance, along with 2 weeks (minimum) accrued paid vacation days per year, 12 accrued sick days per year, personal days, 13 ½ paid holidays and 401(K) match up to 7% based on employee’s contribution. Join us in an environment where in-office work is the primary focus, complemented by hybrid work flexibility for eligible positions.

Commitment to Inclusive Excellence: We are Rocky Vista University (RVU), a diverse, equitable, and inclusive healthcare education university that recognizes, values, and respects the commonalities and differences reflected in our students, staff, faculty, and alumni. We strive to be compassionate healthcare educators and practitioners who embrace and champion inclusive excellence.

RVU is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Primary Purpose

Provide confidential and complex administrative assistance and clerical support to the Vice President of Academic Affairs and Dean of Rocky Vista University College of Osteopathic Medicine. Attend meetings and prepare minutes and reports for the VPAA and Dean; maintain confidential and sensitive information. Provides back-up assistance to other executives as needed.

Essential Job Functions

• Oversee daily operations of the Office of the Dean, including administrative support, calendar management, mail/document routing, budget tracking, and coordination of special events and projects.
• Serve as Confidential Assistant, preparing, proofreading, and processing complex and sensitive reports, letters, and memoranda.
• Coordinate and support meetings for the Dean, including scheduling, agenda and document preparation, note-taking, and minute transcription for in-person and virtual formats.
• Manage scheduling across multiple calendars, including meetings with internal departments, external stakeholders, and campus resource reservations (auditoria, conference rooms).
• Document and support student meetings, including note-taking, transcription, posting to Navigate, and follow-up actions such as drafting letters.
• Organize and manage student appeals, including documentation, collaboration with legal counsel, and drafting decision letters.
• Coordinate travel and accommodations for the Dean and VPFA, using sound judgment and working with travel agents.
• Support COCA accreditation activities, including gathering, organizing, and tracking documents as well as contributing to final report submissions and logistics planning for site visits.
• Collaborate across departments to gather information and documents requested by the Dean, and provide cross-coverage within the Dean’s Suite.
• Manage digital files and platforms, including OneDrive and SharePoint document organization, editing, and finalization and conversion to PDF.
• Assist with hiring processes, including iCIMS job postings, search committee coordination, resume collection, and candidate scheduling.
• Prepare and manage presentations and event logistics, including PowerPoint slide decks for Board of Trustee and Town Hall meetings, and coordination for Match Day and graduation ceremonies.
  
  

Marginal Job Functions

• Assist administration, faculty and staff in special projects as directed by the Dean of the Southern Utah Campus.
  
  

Required Knowledge, Skills, And Abilities

• Ability to interact with faculty, staff and students in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
• Expert-level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
• Ability to interact with staff, faculty and students in a fast-paced environment.
• Capable to work under pressure efficiently and with a high level of professionalism.
• Outstanding organizational and communication skills.
• Demonstrate strong computer skills, specifically Microsoft Office Products (Word, Excel, Outlook, and PowerPoint) and Adobe Pro.
• Ability to discreetly handle confidential material.
• Ability to plan, organize and schedule office priorities.
• Ability to multi-task and problem solve innovatively.
• Work effectively in a team-based environment.
• Demonstrate effective time management skills and ability to meet deadlines
• Ability to prepare and analyze documents, reports, and presentations.
• Attention to detail and quality of work are essential.
  
  

Minimum Qualifications

• Bachelor's Degree from an accredited institution in related field with significant C-suite executive assistant experience.
• Commensurate combination of training and experience that provides the necessary knowledge, skills and abilities may be qualifying.
  
  

Preferred Qualifications

• Previous experience successfully creating and/or modifying processes.
• Ability to interact with internal senior staff and corporate-level administrators.
• Experience coordinating events with external C-level officers and organization representatives.
  
  

Final applicant will be required to pass background check and drug screening.

Qualified applicants will be contacted. There may be an additional video interview for you to complete. Please watch your email including spam and promotions folder.

Rocky Vista University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodation when necessary. The following are essential abilities and physical requirements for all positions at the University.

• Ability to orally communicate effectively with others;
• Ability to communicate effectively in writing, using the English language;
• Ability to work cooperatively with colleagues and supervisory staffs at all levels;
• May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties;
• May be required to accomplish job duties using various types of equipment/supplies to include, but not limited to, pens, pencils, calculators, computer keyboards, telephone, etc.;
• May be required to transport oneself to other campus offices, conference rooms, and on occasion, to off-campus sites to attend meetings, conferences, workshops, seminars, etc.
  
  

careers@rvu.edu