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Job Title: Executive Assistant to the Dean

Department: Master of Health Science in Date: January, 2023
Anesthesia Program

FLSA: Exempt Work Location: Auburn Campus

Employee Category: Administrative Staff Work Schedule: M-F, 8:00 am – 5:00 pm

Reports to: Dean, Anesthesiologist Assistant Percent Employment: 100%
Programs

Direct Reports: Administrative Assistants and Student Services Coordinators

I. Job Summary:

The Executive Assistant is responsible for providing managerial leadership for administrative aspects of the
Master of Health Science in Anesthesia program. This position is accountable for ensuring that the integrity of
Bluefield University and VCOM standards relative to the MHSA Program are maintained and manage
designated administrative aspects of the Program. Maintain relationships and provide administrative guidance
and support to affiliations, programs designed to maximize support for program. The Administrator assists
with development and implementation of program strategies and developmental plans, and provides accurate
database development, data collection and management.

II. Job Duties:
Serve as the administrative point of contact and respond to all administrative inquiries, ensure that records and
databases are current and accurate, liaise with institution personnel on program and event needs, and provide
administrative support for all program needs. Specific functions include, but are not limited to:

1. Staff & Faculty
a. Recruit, recommend, orient, and assist in evaluation of administrative staff.
b. Attend faculty and staff meetings and collaborate to solve problems
c. Maintain master schedule of Program-wide classes, internal and external meetings, accreditation

time horizons, institutional reporting for the Dean.
d. Oversee Program Administrative Assistants and Student Services Coordinators
e. Assist with travel arrangements and conference registrations for the Dean, including hotel and

flight reservations as needed; obtain directions, create event folders with hotel and flight
confirmation, directions and agendas.

2. Program Administration
a. Monitor, record, and report on the program budget at the request of the Dean
b. Ensure that the program is compliant with all policies, procedures and accreditation standards as

set forth by the Commission on Accreditation of Allied Health Educational Programs
(CAAHEP), Edward Via College of Osteopathic Medicine (VCOM) and Bluefield University

c. Support an ongoing evaluation model of the program, which will include review and assessment
methodologies

d. Recommend, distribute, and record new policies and procedures, as needed.
e. Analyze data and contribute to quarterly administrative reports
f. Participate in development of strategic goals and objectives
g. Coordinate quarterly and annual financial statements, reports, special analyses, and information

reports
h. Aid in implementation and coordination of program level finance, accounting, and auditing

procedures.
i. Ensure records and systems are maintained in accordance with generally accepted standards

j. Collaborate on the development of short and long-range plans; gathers interprets and prepares
data for studies, reports, and recommendations; coordinates program activities with other
programs and departments as needed.

k. Serve as custodian overseeing all documents, files, and student records
l. Develop standard operating procedures; and ensures that such operating procedures are followed

once adopted
m. Maintain all accounts for the program including analysis of monthly expense statements and work

with Dean to establish budget priorities.
n. Assist in preparing for the program’s accreditation process by the CAAHEP.
o. Prepare reports or analyses of operational activities, evaluation of current and proposed services
p. Produce documents, reports and analysis of the program as required, and keep current databases

with contract, financial and other data.
q. Process business transactions including invoices and reimbursements and research vendor issues

as required
r. Participate in the development and revision of materials for online, print, and other distribution,

including web content, print publications, and marketing, publicity, and other outreach materials.
s. Serves as liaison with Human Resources and assists Dean with hiring.
t. Develop and maintains a system for capturing and tracking institutional memory

3. Students
a. Monitor the program’s marketing plan for recruiting new students
b. Ensure medical malpractice coverage is current for all students participating in clinical activities
c. Develop and maintain contact with other VCOM and Bluefield administrators to generate and

maintain a positive relationship
d. Maintain standards of performance in accordance with institutional objectives, professional

standards of practice, regulatory and accreditation agency standards
e. In conjunction with other staff and faculty, assist in planning and budgeting, coordinating, and

administrating all program activities and events, both internal to VCOM/Bluefield and external
for practitioners and alumni

4. Perform other duties as assigned.

III. Required Qualifications:

Education: Bachelor’s Degree in Education, Business Administration, or related field

Experience:

• Minimum of three years of experience in higher education, academic medical environment, or business

• Problem-solving ability and extensive knowledge regarding all phases of basic science and clinical

• The ability to evaluate program applicants, support systems and faculty

• Knowledge of academic and clinical curriculum design, accreditation standards and applicable strategic

• Proficient adult education skills

• Knowledge of Windows, Microsoft Office, internet, and basic website management

• Demonstrated evidence of development, management, communication, and interpersonal skills

• Excellent interpersonal and communications skills including verbal and written

• Strong team player and collegial toward all colleagues

• Demonstrated capacity to render independent judgment and take responsibility for initiating and

• Some travel required (approximately 5% of time)

• Excellent work and attendance record.

• Commitment to company values

• Post-secondary degree in business, healthcare, science, education, or related field

• Financial analysis and higher education budgeting management experience to include financial

• Administrative experience in higher education

• Notary Public certification
  

IV. Working Conditions and Efforts: The physical demands and work environment characteristics described
here are representative of those that must be met by an employee to successfully perform the essential functions
of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.

Physical demands: While performing the duties of this job, the employee is required to ambulate (may be with
use of assisted devices); sit; stand (or accommodate for standing); use hands and vision for teaching the
osteopathic examination and for teaching / providing treatment; use office equipment such as computers; speak
to large and small groups of individuals for teaching; hear heart sounds, lung sounds and conversation for the
purpose of teaching students how to hear and interpret those sounds and for practice; perform moderate
telephone and poly-com communication / usage; occasionally be required to lift and/or move up to 50 pounds;
drive distances up to five hours or to fly on occasion to clinical sites, depending upon the location of the core
teaching hospitals.

Work environment: Office, clinical practice, classroom, laboratory, clinical skills teaching environments and
clinical sites constitute working environments. Outside travel required is 0% to 5% of time. The noise level in
the work environment is usually minimal. The pace of the work requires a rapid pace to synthesize and organize
large volumes of material.

This position is classified as an exempt position because it requires that the candidate/employee
exercise independent judgement and discretion regarding matters of significance.

Employment with VCOM is “at-will”. This means employment is for an indefinite period and it is

subject to termination by the employee or by VCOM, with or without cause, with or without notice,

and at any time. Nothing in this position description or any other policy of VCOM shall be interpreted

to conflict with or to eliminate or modify in any way, the “at-will” employment status of VCOM

employees.

V. VCOM Core Values: The employee is expected to adhere to all VCOM policies. As the environment is a
professional college, VCOM faculty / staff are expected to dress and behave in a professional manner at work.
VCOM faculty / staff are expected as VCOM employees, to be a person who obeys all laws and professional
expectations of an upstanding citizen of the community. VCOM expects all employees to maintain a positive
attitude in all working relationships with all VCOM departments, employees, medical students, prospective
medical students, interns, and residents and to treat all other engaged in the duties of the employment, with
mutual respect.