Administrative Assistant/Special Projects Coordinator - College of Medicine

Description


JOB SUMMARY : This Administrative Assistant performs the duties of a Special Projects Coordinator and as an administrative assistant in support of the day-to-day operations of the College of Medicine through the Dean of Academic Affairs.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES :

• Promotes and preserves the mission of LECOM;
• Serves as a Special Projects Coordinator including grant and appropriations applications, development, implementation, and maintenance;
• Acts as a first point of contact and 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/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;
• Maintains a filing system for all correspondence and for all pertinent records, answer phones, takes messages and performs various daily correspondences on an as needed basis;
• Orders supplies in a timely manner;
• Participates in designated Institutional activities;
• Codes and submits all check requests and orders related to Special Projects and the COM;
• Participates in Student Scholarship Fund activities including soliciting sponsors/donors, management of Community Welcome Packet, alumni drives, committee meetings, alumni outreach, event-night participation, and development of new initiatives;
• Commits to being a representative of LECOM by being actively involved in the community y, including, but not limited to, serving on Boards, participating in community fundraisers and overall outreach;
• Be a gatekeeper for maintaining professional conversations in common areas shared by students, faculty and staff;
• Participate in interviews with prospective COM students 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 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.

• Experience in project management, including event-planning
• Strong communication skills are essential as well as computer literacy (Word, PowerPoint, Outlook, and Excel) and accurate data entry skills;
• Ability to be self-reliant and follow instructions;
• Possess a typing speed of at least 65 wpm with a high degree of accuracy;
• Possess excellent grammar, writing, and proofreading skills Excellence organizational skills. Must be trainable on the Institutional Data Systems, Jenzabar and Examsoft;
• Maintain an established work schedule;
• Effectively use interpersonal and communications skills including tact and diplomacy;
• Effectively use organizational and planning skills, including 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;
• Ability to create, take dictation, or transcribe documents;
• 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;
• Ability to work in a fast-paced environment that requires multitasking;
• Experience in using various office equipment, i.e. copier, fax, scanner, etc.;
• Assess and prioritize multiple tasks, projects, and demands;
• 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 report to work as scheduled, ready to devote full attention and energy to the work of LECOM;
• Be flexible to accept other duties needed/assigned for the Institution's needs.

MINIMUM QUALIFICATIONS:
Education and experience equivalent to: a bachelor's degree. 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.