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.