Administrative Assistant to the Assistant Dean of Preclinical Education and College of Medicine

Description

JOB SUMMARY: This Administrative Assistant performs the duties of an administrative assistant in support of the day-to-day operations of the Assistant Dean of Preclinical Education and the College of Medicine faculty.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

* Promote and preserve the mission of LECOM;
* Demonstrate knowledge and understanding of the academic process of LECOM Bradenton;
* Effectively communicate and interact with students and faculty in all matters related to delivery of the College of Medicine curriculum;
* Act as the first point of contact and departmental representative with faculty, staff, students, and visitors in a professional, friendly manner in the faculty suite;
* Maintain FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure;
* Assist the Preclinical Dean 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 as needed;
* 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 copy machines;
* 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;
* Maintain a filing system for all correspondence and for all pertinent records, answer phones, take messages, and perform various daily correspondences on an as-needed basis;
* Be a gatekeeper for maintaining professional conversations in common areas shared by students, faculty, and staff;
* Participate in interviews with prospective COM students;
* Be the departmental representative for Quarterly Orders, distributing notifications, collecting and submitting Purchase Orders, distributing supplies and completing work orders in a timely manner;
* Participate in designated Institutional activities;
* 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 supervisors and/or designee to maintain efficient and effective daily operations
* EEO/AA/M/F/Vets/Disabled

Minimum 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;
* 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 Preclinical Dean;
* Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, email, 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 multitasking;
* Effective use of interpersonal and communication skills including tact and diplomacy;
* Strong organizational and planning skills, including, but not limited to, attention to detail and follow-through;
* Assess and prioritize multiple tasks, projects, and demands;
* Maintain confidentiality of work-related information and materials;
* Establish and maintain 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 with respect to EEO rules and regulations;
* The ability to devote full attention and energy to the important work of LECOM in a timely fashion; and
* Be flexible to accept other duties needed/assigned for the Institution's needs.

MINIMUM QUALIFICATIONS:

Education and experience equivalent to: 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.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee must be able to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; talk or hear. The employee must have the ability to occasionally lift and/or move up to 25 pounds. Specific vision abilities include ability to distinguish the nature of objects by using the eye.

WORK ENVIRONMENT:

Employee is responsible for performing duties in an environment that is free from discrimination, intimidation, coercion, or harassment, including sexual harassment. Work is performed indoors in an office setting and outside of the office at local community outreach sites. The noise level in the work environment is low to moderate.

SAFETY:

Assists in the creation of a culture of safety and environmental protection by performing work safely in accordance with departmental safety procedures. Operates equipment safely and reports any unsafe work conditions or practices to supervisor.

INFORMATION MANAGEMENT:

Ensure compliance with the LECOM Computer and Network Usage Policy - General Guidelines for Faculty and Staff.