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Administrative Assistant to the Director of Preclinical Education - School of Podiatric Medicine

JOB SUMMARY: The Administrative Assistant performs duties to support the day-to-day operations of the office of the Director of Preclinical Education. This position will also serve as backup for the responsibilities of the Executive Assistant to the Dean for the School of Podiatric Medicine.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

  • Promote and preserve the mission of LECOM;
  • Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner;
  • Demonstrates knowledge and understanding of accreditation processes, governing body responsibilities, and overall operation of the institution;
  • Effectively communicates with students and faculty in all matters related to delivery of the School of Podiatric Medicine curriculum;
  • Maintains FERPA/HIPAA confidentiality concerning student information/grades and their security in accordance with applicable law and institutional policy and procedure;
  • Assist the Director with all aspects of academic scheduling including, daily maintenance and distribution of the student calendar, coordination of shared building resources, and room booking;
  • Assist with course materials distribution and collection for all courses;
  • Assist with examination set-up and troubleshooting;
  • Be willing to learn the examination process and assist with electronic examinations;
  • Maintain order in the faculty storage room including preserving security of FERPA-protected data, filing records, and assuring proper operation and coordination of maintenance of printers;
  • Entering data on the LECOM Portal system;
  • Assist with the student and course evaluation process using E*Value;
  • Collecting part-time faculty timesheets and entering time on KRONOS;
  • Serve as the recording secretary for meetings including but not limited to; Faculty, Administrative, SPG, etc.;
  • Maintain professional appearance and pleasant demeanor at all times;
  • Assist with disposition of all incoming and outgoing correspondence;
  • Maintains professional appearance and pleasant demeanor at all times;
  • Assists with disposition of all incoming and outgoing correspondence;
  • Maintains a filing system for all correspondence and for all pertinent records, answers phones, takes messages and performs various daily correspondences;
  • Participates in interviews with candidates for employment as needed;
  • Writes and/or processes the Director’s letters, reports, surveys, etc.;
  • Works directly with the Director to properly manage committee memos, minutes, and agendas;
  • Orders supplies and completes work orders in a timely manner;
  • Participates and assists as directed in designated Institutional activities and events, including but not limited to, commencement, orientation, white coat, and hospital day;
  • Codes and submits check requests and orders;
  • Assists the Director in reviewing Kronos entries;
  • Attends off-schedule meetings as needed;
  • Contribute directly to the Mission of LECOM embodying the essence of Osteopathic Principles and Practices by assisting with Institutional fundraising and participating in the LECOM Scholarship Auction;
  • Participate in scholarly activity so to enrich and broaden the student learning experience;
  • Commit to being a representative of LECOM by being actively involved in the community, including, but not limited to, serving on Boards, participating in community fundraisers and overall outreach; and
  • Other duties as needed /assigned by the office of the Dean to maintain efficient and effective daily operations.

EEO/AA/M/F/Vets/Disabled

Job Requirements:
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;
  • Sound decision-making capabilities and the ability to work independently and as directed by the Director;
  • Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, e-mail, Federal Express, UPS, 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 multi-tasking;
  • 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. A 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.


Pay Range: $18.00 - $21.00 per hour

Application Deadline: 05/31/2024

LECOM offers competitive work conditions, wages, and benefits. Apply online for employment opportunities.

The Nonprofit Partnership's offices at The Susan Hirt Hagen Center for Transformational Philanthropy are open Monday through Friday, 8:30 AM - 4:30 PM.

Phone 814.240.2490
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