Administrative Assistant to the PBL Director
JOB SUMMARY: The Administrative Assistant performs the duties of an office manager in support of the day-to-day operations of the PBL Pathway.
CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:
Promotes and preserves the mission of LECOM;
Prepares PBL curricular schedules and other documentation as designated by the director, liaising with other faculty and administrators as directed;
Communicates promptly and efficiently with students, faculty, and staff when required to do so;
Reserves instructional spaces through the LECOM system, as required by the director;
Places PBL materials in the LECOM student CANVAS portal as required by the director;
Maintains bank of PBL cases as word documents, modifying and updating as and when required by the director;
Transcribes case materials into appropriate software for electronic presentation in student PBL group sessions;
Maintains an organized and secure PBL student examination question bank;
Collates learning issues submitted by PBL student groups, and monitors their timely submission;
Prepares PBL student examinations, ensuring that the process occurs in a timely and efficient manner;
Interacts with LDP, DSP, PCSP, and PBL curricular pathways at additional locations as needed;
Processes examination data and maintains PBL grades as and when required;
Demonstrates knowledge and understanding of accreditation processes, governing body responsibilities, and overall operation of the institution;
Effectively communicates with affiliated organizations, consultants, vendors, etc., in all matters of mutual importance;
Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner;
Assists with maintaining PBL Director’s daily schedule;
Maintains FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure;
Maintains professional appearance and pleasant demeanor at all times;
Assists with disposition of PBL Director’s incoming and outgoing correspondence;
Maintains a filing system for all correspondence and for all pertinent records, answers phones, takes messages, and performs various daily correspondence on an as-needed basis;
Participates in interviews with candidates for employment in the department;
Writes/processes Dean’s Letters, reports, surveys, etc.;
Assists in the writing/processing of correspondence, reports, surveys, etc.;
Orders supplies in a timely manner;
Participates in designated Institutional activities;
Codes and submits all check requests and orders;
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 PBL Director and/or his/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;
Web-designing experience in the related field preferred;
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 PBL Director;
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.
Education and experience equivalent to: a high school diploma or GED equivalent is required. An Associate or Bachelor’s Degree is preferred. A minimum of two (2) to three (3) 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: $14.00 - $16.00 per hour
Application Deadline: 03/31/2023
LECOM offers competitive work conditions, wages and benefits.