Administrative Assistant

Administrative Assistant / Receptionist

Overview

Date Posted:

11/14/2025

Location:

Jacksonville

City:

Jacksonville

State:

FL

Country:

United States of America

Category:

Administrative and Support

Employment Status:

Full-time

Description

JOB SUMMARY: The Administrative Assistant/Receptionist is responsible for the duties of the front desk and provides additional administrative support to faculty and staff.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

• Promotes and preserves the mission of LECOM;

• Answers incoming calls. Routes calls promptly and correctly to the proper staff member or to voicemail; correctly and politely takes messages when necessary.

• Greets visitors in a friendly, welcoming and professional manner, records them in visitor’s log, and directs them to their proper destination.

• Assists as necessary with special events (i.e. registration, white coat ceremony, interviews, etc.)

• Coordinates ordering, receiving, stocking and distribution of office supplies.

• Manages outgoing mail and receives incoming mail/packages, sorts and distributes as appropriate. Coordinates pick-up and delivery of express mail services.

• Assists with other clerical duties such as filing/copying/scanning/faxing as needed.

• Provides primary administrative support to Course Directors of OPP and H&P. This support may include preparing schedules, word processing, proofreading, copying, etc.

• Processes check requests for guest speakers.

• Responsible for notifying appropriate faculty and staff of student call-offs and/or scheduled absences.

• Proctors exams as needed.

• Communicates promptly and efficiently with students, faculty and staff when required to do so.

• Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner.

• 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.

• Participates 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 Vice President and/or his/her designee to maintain efficient and effective daily operations.

EEO/AA/M/F/Vets/Disabled

Minimum Requirements

KNOWLEDGE, SKILLS, AND ABILITIES: 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 Vice President;

• 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 two (2) to three (3) years’ work experience in a business, industry or higher education environment is preferred.