Executive Associate

Position Description

Performs administrative and coordinative work in direct support of an executive officer, including functions such as planning, budgeting, supervision, and program implementation and evaluation. Performs responsible and complex office support duties, thus relieving the administrator of these duties. Work is performed under administrative supervision with evaluation based on results obtained.

Major/Essential Functions

Completes course-related materials for the Graduate Program.
Checks the Course Fee report for accuracy.
Finalizes course workload Excel spreadsheet for the entire Graduate Program and distributes it to faculty after approval by the Associate Dean.
Manages new employee onboarding processes, including maintaining orientation checklists and ensuring all orientation requirements are completed.
Develops, manages, and maintains processes for managing both confidential and routine records for Graduate Programs.
Manages faculty support services for the Graduate Program, assisting faculty members with projects, teaching tools, and other needs.
Develops, manages, and maintains processes associated with the Graduate Program, including tracking and submitting adjunct faculty time/pay to the appropriate person.
Ensures daily coverage for faculty needs.
Maintains and submits accurate purchasing card records.
Maintains the Associate Dean's/Department Chair's calendar, schedules meetings, provides agendas, and records meeting notes and minutes as needed.
Maintains frequent contact with administrators, faculty, staff, and students.
Manages and organizes data, submits textbook orders, and distributes books via mail or office delivery.
Manages and processes travel arrangements for the Associate Dean/Department Chair, Graduate Program, and others as needed.
Assists with ongoing audits of program files for accreditation purposes, communicates findings, and provides follow-up with the Associate Dean of the Graduate Program.
Provides coverage for other Graduate Program staff as needed and manages daily business activities for Graduate Program leadership.
Communicates on behalf of Graduate Program leadership, including initiating and responding to routine correspondence.
Reviews the Student Handbook and Student Catalog for accuracy.
Updates Faculty Adequacy Model each semester for the Graduate Program, covering all campuses and sites.
Coordinates the Graduate Department Advisory Council, including scheduling meetings, arranging rooms, notifying members, and compiling/distributing agendas and minutes.
Runs budget reports using the financial system and tracks the operating budget for accounts assigned to the Associate Dean/Department Chair - Graduate Program.
Compiles agendas and minutes for various meetings and communicates effectively with members, councils, and committees.
Arranges meetings for the Graduate Program.
Manages and ensures coverage and paperwork for the Objective Structured Clinical Examination (OSCE) schedule for all Graduate Program tracks across multiple locations.
Oversees orders of textbook desk copies for the Graduate Department, facilitates faculty meetings with book representatives, and distributes books via mail or office delivery.
Manages daily business activities for Graduate Program leadership, including supporting Graduate Program Directors.
Orders learning materials for the Graduate Program.
Serves as co-chair with an APRN faculty member on the Annual Nurse Practitioner Conference Committee, managing all aspects of the event.
Manages alumni education verification forms and credentialing forms for all states, maintaining meticulous records for students and alumni throughout their careers.
Maintains and manages the employee reimbursement process for licensure and expenses related to faculty site visits.
Completes and maintains the Graduate Program Calendar for APRN Studies and BSN-DNP Intensives, including other relevant dates such as commencement and orientation.
Performs other duties as needed.

Required Qualifications

Bachelor's degree in a related area plus six years of progressively responsible administrative experience, including supervisory experience; OR a combination of education and/or experience totaling ten years.
Preferred Qualifications

Experience using web-based documentation and programs.
Experience working with upper levels of administration.
Experience in and ability to edit faculty governance documents, handbooks, and manuals.
Strong general office skills.