Executive Assistant I

Title: Executive Assistant I

Department Org: Advanced Clinical Simulation - 111200

Employee Classification: U1 - Unclassified PSA FT

Bargaining Unit: Professional Staff Association

Primary Location: HSC S

Shift: 1

Job Description:

This proposed role establishes a centralized Executive Assistant I to provide high-level administrative, analytical, and operational support shared between the CME department and the Simulation Center. The individual will serve as a key liaison and professional ambassador for both units, ensuring efficient workflow and regulatory alignment.

• Accreditation Compliance: Assists in collecting and organizing documentation required for ACCME accreditation and state medical board audits.
• Vendor and Grant Liaison: Coordinates with medical device vendors or educational grant providers to ensure all interactions comply with institutional disclosure policies.
• Marketing and Outreach: Drafts newsletters or digital announcements to promote upcoming CME courses and simulation training opportunities to the medical community.
• Learner Record Management: Oversees the tracking of CME credits for participating physicians and generates certificates of attendance.
• Operational Coordination: Organizes meetings and conferences, manages travel logistics, and directs routine office operations
• Financial & Data Support: Performs P-card reconciliations, monitors departmental expenditures, and assists in the preparation of operating reports and statistical performance records.
• Administrative Analytical Support: Independently initiates correspondence, gathers briefing materials from colleagues across the university, and tracks the progress of action items arising from departmental workflows.

Minimum Qualifications:

Bachelors + 1 years of progressive responsible Administrative or secretarial experience for management, or 3 years of progressively responsible administrative experience or support in lieu of education.

Preferred Qualifications:

Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams) and Adobe Acrobat.

• Ability to download and perform basic analysis of data from University of Toledo databases.
• Ability to handle confidential matters with discretion.
• Strong interpersonal written and verbal communication skills.
• Excellent organizational and problem-solving skills.
• Commitment to customer service and inclusive excellence.
• Ability to work with a diverse group of people at all levels of the organization.