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.

Conditions of Employment:

Equal Employment Opportunity Statement:

The University of Toledo is an equal opportunity employer. The University of Toledo does not discriminate in employment, educational programs, or activities on the basis of race, color, religion, sex, age, ancestry, national origin, sexual orientation, gender identity and expression, military or veteran status, disability, familial status, or political affiliation. 

The University is dedicated to attracting and retaining the best and brightest talent and fostering a culture of respect.

The University of Toledo provides reasonable accommodation to individuals with disabilities. If you require accommodation to complete this application, or for testing or interviewing, please contact HR Compliance at hrcompliance@utoledo.edu or 419-530-4747 between the hours of 8:30 a.m. and 5 p.m. or apply online for an accommodation request. 

Computer access is available at most public libraries and at the Office of Human Resources located in the Center for Administrative Support on the UToledo Main Campus.