Administrative Assistant to the Office of the Provost
JOB SUMMARY: The Administrative Assistant performs the duties of an office manager in support of the day-to-day operations of the office of the Provost, Senior Vice President and Dean of Academic Affairs.
CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:
Promote and preserve the mission of LECOM;
Serve as primary back-up to the Office of the President on an as needed basis;
Assist with the drafting of Deans Letters, other correspondence and additional 5th Floor administrative assignments that maybe assigned from time to time;
Demonstrate knowledge and understanding of accreditation processes, governing body responsibilities and overall operation of the institution;
Effectively communicate with affiliated organizations, consultants, vendors, etc. in all matters of mutual importance;
Act as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner;
Provide coordination and support for Institutional social media accounts, including authoring brief postings;
Assist with maintaining the Provost’s daily schedule;
Coordinate travel for the Office of the Provost;
Maintain FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure;
Assist as assigned to prepare the Provost’s quarterly report to the Board of Trustees;
Maintain professional appearance and pleasant demeanor at all times;
Assist with disposition of Provost’s incoming and outgoing correspondence;
Maintain a filing system for all correspondence and for all pertinent records, answer phones, takes messages and performs various daily correspondences on an as needed basis;
Participate as assigned in interviews with candidates for employment in Administration;
Write and process all Dean’s Letters, reports, surveys, etc.;
Assist with ordering supplies in a timely manner;
Participate in designated Institutional activities;
Code and submit check requests and orders as assigned; and
Accept other duties as needed / assigned by the Provost and/or her designee to maintain efficient and effective daily operations.
KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Strong computer literacy with MS Office Suite (Word, PowerPoint, Excel…etc.) and accurate data entry skills;
Excellent organizational skills;
Maintaining an established work schedule;
Ability to be self-reliant and follow instructions;
Possess a typing speed of at least 65 wpm with a high degree of accuracy;
Ability to create, take dictation, or transcribe documents;
Assistant must have sound decision making capabilities and the ability to work independently and as directed by the Provost;
Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, e-mail, Federal Express, or fax.
Capable of assuming responsibility; initiating appropriate action; and maintaining confidentiality;
Possess excellent grammar, writing and proofreading skills;
Experience in using various office equipment, i.e. copier, fax, scanner, etc.;
Ability to work in a fast-paced environment that requires multitasking;
Effectively using interpersonal and communications skills including tact and diplomacy;
Effectively using organizational and planning skills, including, but not limited to, attention to detail and follow-through;
Assessing and prioritizing multiple tasks, projects, and demands;
Maintaining confidentiality of work-related information and materials;
Establishing and maintaining effective working relationships;
The ability to accept work requests from other managers and supervisors in a respectful and cooperative manner and to independently answer such requests;
The ability to work cooperatively and collegially with others, consistent with a workplace of dignity and respect and EEO rules and regulations;
The ability to devote full attention and energy to the important work of LECOM in a timely fashion; and
Be able to be flexible to accept other duties needed/assigned for the Institution’s needs.
MINIMUM QUALIFICATIONS: Education and experience equivalent to: a high school diploma, GED or equivalent is required. An Associate or Bachelor’s Degree is preferred. A minimum of three (3) to five (5) years’ work experience in a business, industry or higher education environment is preferred.
Successful candidate must possess efficient and effective verbal and written communication skills, multi-task and problem solve, prepare reports and be proficient in Microsoft Word, Excel and other various internet resources to properly support and promote the mission of LECOM.
Salary Range: $18.00 - $22.00 per hour
Application Deadline: 03/31/2023
LECOM offers competitive work conditions, wages and benefits.