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.

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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-resou
rces/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.

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