Executive Assistant to the Office of the Dean - School of Podiatric Medicine
JOB SUMMARY: The Executive Assistant supports the day-to-day operations of the office of the Dean, provides direct administrative support, and serves as an office manager 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 affiliated organizations, consultants, vendors, etc., in all matters of mutual importance;
Maintains FERPA/HIPAA confidentiality concerning student information/grades and their security in accordance with applicable law and institutional policy and procedure;
Maintains the Dean’s daily schedule
Prepares Weekly Calendar Report for each Senior Administrator as required by the Provost;
Types draft as prepared by the Dean of Dean’s Monthly Management Staff Report for the President;
Types draft as prepared by the Dean of Dean’s Board of Trustees Reports;
Coordinates travel and reimbursement requests for all SPM administration, faculty, and staff;
Reconciles monthly AMEX bill for Dean’s credit card with Accounting;
Coordinates Event Request Process and all room reservations as needed;
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/Processes Dean’s Letters, reports, surveys, etc.;
Works directly with the Dean 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 all check requests and orders;
Assists Dean in reviewing Kronos entries;
Attends off-schedule meetings as needed;
Supervises and completes annual evaluations on SPM Administrative Assistant(s); and
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.
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 Dean;
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.
Education and experience equivalent to: a Bachelor’s Degree, Master’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 - $21.00 per hour
Application Deadline: 11/30/2022
LECOM offers competitive work conditions, wages, and benefits.