Executive Assistant to the Associate Dean for Research for the Sinclair School of Nursing

School of Nursing

The executive assistant serves as a vital resource to the Associate Dean for Research (ADR) and Director, PhD Program & Postdoctoral Affairs, faculty, PhD students, and departmental stakeholders. This role ensures smooth operations through scheduling, meeting facilitation, communication, and event coordination. They also play a key role in interpreting university policies, managing sensitive matters, and enhancing team effectiveness through program and project planning, organization, and strategic communication. This position requires regular collaboration with other support staff and consistent communication across all organizational levels with diplomacy, tact, and discretion, including handling sensitive and confidential information appropriately.

Key Responsibilities:

Act as a key resource for the ADR, faculty, PhD students and others, aiding in the interpretation of university and departmental policies and procedures. Handle sensitive or confidential issues, consulting with the ADR as necessary. Follow up on the ADR's priorities. Support team initiatives and enhance team effectiveness through planning, organization, and coordination.

Manage the ADR's calendar, schedule appointments, and coordinate meetings with internal and external stakeholders. Welcome and assist visitors, screen calls, and serve as liaison for guests, including at events, interviews, and scholarly seminars. Prepare meeting materials, send reminders, reserve rooms, and arrange travel and related accommodations.

Draft, edit, and format internal and external communications, reports, agendas, and memos. Take notes and summarize discussions at meetings and events.
Provide support and assist with planning meetings for the PhD Program and Postdoctoral Affairs Committee, or others as assigned. Prepare agendas, record and distribute minutes, and create presentations. Assist with award nomination processes for students, postdoctoral fellows, and faculty. Coordinate local and regional PhD Program and research-related events as needed or requested.

Maintain regular communication with graduate faculty, the Graduate School and departmental colleagues. Coordinate PhD student admission, course enrollment, comprehensive examination, and dissertation defense processes. Provide administrative support for undergraduate and graduate student research fellowships and training grants and PhD program evaluation.

Support faculty recruitment, annual reviews, and orientation for new faculty and PhD students. Maintain records of faculty/staff and attendance.

Maintain electronic PhD student files and the PhD Program database.

Maintain the SSON PhD Program and Research websites and provide support for virtual meetings. Supervise student workers assisting with website editing and content updates. Create and distribute newsletters, flyers and social media content for graduate student engagement and research publicity.

Manage reimbursements, reconcile purchasing card expenses, and assist with budget reports. Maintain inventory, order supplies, and approve purchases under the established amount. Liaise with finance shared services to resolve purchasing and budget issues.

8:00 a.m. to 5:00 p.m. with occasional evenings and weekends

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary

• Proven administrative experience in setting priorities, organizing office operations, and exercising good judgment, especially with sensitive matters
• Successful time management, calendaring, and meeting coordination in complex situations
• Ability to anticipate needs, work under pressure, and produce excellent work within short timelines
• Strong attention to detail and proactive, conscientious work ethic
• Strong communication and interpersonal skills with the ability to interact with internal and external constituents
• Demonstrated ability to establish and maintain positive and effective working relationships with various organizations and faculty, staff, and students at all levels of the organization and proven ability to work as a member of a team
• Strong computer skills and ability and willingness to learn new technologies and processes
• Proficient with Outlook, Canvas, PowerPoint, Excel, Word, Qualtrics, Access database, Adobe Acrobat Pro and digital office software
• Ability to create effective digital presentations
• Successful file management, organization, and record storage and retention in complex settings
• Supportive and patient in difficult situations and promotes a culture of care, service, and stewardship.
  

$20.00 to $25.00 per hour

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.