Office Support Assistant IV

Hiring Department School of Medicine Dean's Office Job Description The Office Support Assistant IV (OSA IV) serves as a key member of the Dean's Office administrative team, providing comprehensive operational and administrative support that ensures the efficient daily functioning of the executive office. This position serves as the operational backbone of the Dean's Suite by coordinating executive calendars, managing administrative workflows, facilitating communications, supporting high-profile meetings and events, and maintaining office operations with professionalism, discretion, and exceptional attention to detail. Working in a fast-paced executive environment, this position supports the Dean's Office leadership team by managing competing priorities, coordinating complex schedules, preparing executive-level correspondence and meeting materials, and ensuring critical commitments and deadlines are tracked and completed. The position requires sound judgment, outstanding customer service, confidentiality, and the ability to interact professionally with faculty, staff, students, healthcare leaders, institutional partners, and external constituents. As the first point of contact for many visitors and stakeholders, the Office Support Assistant IV helps shape the overall perception of the Dean's Office through responsive communication, professionalism, and a commitment to exceptional service. ________________________________________ Key Responsibilities Executive Administrative & Operational Support Provide comprehensive administrative and operational support for the Dean's Office, ensuring efficient daily operations and exceptional customer service. Serve as a trusted resource for executive office operations by anticipating administrative needs, coordinating priorities, and supporting the overall effectiveness of the leadership team. Exercise independent judgment when managing routine administrative matters while appropriately escalating sensitive or complex issues. Support multiple executive leaders while balancing changing priorities and deadlines in a fast-paced environment. Executive Calendar & Meeting Management Coordinate and maintain complex executive calendars for Dean's Office leadership, scheduling meetings while balancing competing priorities and optimizing executive availability. Schedule internal and external meetings, reserve conference rooms, coordinate virtual meeting technology, and prepare meeting logistics. Prepare agendas, presentation materials, meeting packets, and supporting documentation. Coordinate meeting follow-up by tracking action items, deadlines, and deliverables to ensure timely completion. Serve as a liaison between executive leadership and internal and external stakeholders regarding scheduling and meeting coordination. Executive Communications Draft, proofread, edit, and distribute executive correspondence, reports, presentations, memoranda, and other official communications. Review documents for grammar, formatting, completeness, consistency, and adherence to University and School of Medicine standards. Handle confidential and sensitive information with professionalism, discretion, and sound judgment. Ensure communications accurately reflect the priorities and professional image of the Dean's Office. Customer Service & Stakeholder Engagement Serve as the primary point of contact for faculty, staff, students, visitors, healthcare partners, and external constituents contacting the Dean's Office. Provide exceptional customer service while responding to inquiries, resolving routine issues, and directing individuals to appropriate resources. Build and maintain positive working relationships across the School of Medicine, MU Health Care, University leadership, and external organizations. Demonstrate professionalism, diplomacy, and confidentiality when interacting with various stakeholders. Records & Office Administration Maintain executive office records, databases, electronic files, and documentation in accordance with University policies and record retention requirements. Track office priorities, deadlines, action items, and ongoing projects to support accountability and operational continuity. Organize and maintain confidential files and executive documents. Recommend and implement administrative process improvements that enhance office efficiency and organization. Event & Program Coordination Coordinate logistical support for executive meetings, leadership retreats, listening sessions, committee meetings, recognition events, and other Dean's Office programs. Arrange meeting spaces, catering, audiovisual equipment, materials, registration, and participant communications. Assist with event setup, execution, and post-event follow-up activities. Coordinate multiple event timelines while ensuring a high-quality participant experience. Financial & Business Operations Process purchasing requests, invoices, travel authorizations, reimbursements, and expense documentation in accordance with University policies and procedures. Monitor approvals and documentation to ensure timely processing and compliance. Maintain purchasing records and assist with office supply inventory and procurement. Support fiscal and administrative processes for the Dean's Office. Team Support & Special Projects Provide cross-coverage for Dean's Office administrative staff during planned and unplanned absences. Support special initiatives, strategic projects, and executive priorities as assigned. Assist with continuous process improvement efforts to enhance operational effectiveness. Perform additional duties as assigned in support of the mission and goals of the School of Medicine. Shift Monday – Friday 8:00 a.m. – 5:00 p.m. Minimum Qualifications High school diploma or equivalent and at least 5 years of experience from which comparable knowledge and skills can be acquired is necessary Anticipated Hiring Range Salary Range: $15.10 - $20.75 hourly Grade: GGS - 006 University Title: OFFICE SUPPORT ASSISTANT IV Internal applicants can determine their university title by accessing the Talent Profile tile in myHR. Application Materials In addition to the Online Application, please provide Resume and cover letter. Sponsorship Information Employment visa sponsorship is not available for this position. Benefit Eligibility 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/departments-staff/human-resources/benefits-retirement 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.