Administrative Assistant to Provost's Office

Administrative Assistant To Provost's Office

We have an urgent need for an Administrative Assistant to the Provost's Office, at LECOM Erie. LECOM is the nation's largest medical college and this is an exceptional opportunity for the right candidate!

Here's what we are looking for:

• Must be a polished, professional candidate with administrative assistant experience required. Executive assistant and/or C-level experience preferred.
• Needs to have strong computer skills, social media experience is a plus.
• Must be organized, enthusiastic, and proficient in writing and proofreading.
• Experience taking direction from a high level official and working cooperatively as part of a team.
• Bachelor's degree is preferred. Will consider other candidates with equivalent experience in place of degree.

Here's what we offer:

• All weekday hours: Monday Friday, 8 AM 4:30 PM.
• Non-exempt position, paying $24.04/hour ($50,000/annual).
• Professional work environment that is clean, organized, fast-paced, and respectful.
• A team of collaborative, dedicated, and mission-driven professionals.
• This position includes a comprehensive benefit package of medical/dental/vision insurance and PTO (vacation, sick days, and paid holidays).

The Provost's office is the hub of the entire LECOM institution. The office oversees all educational programs and campuses and works in tandem with the office of the President of LECOM Health. Joining this elite team could turn into a life-long career opportunity for the right person!

JOB SUMMARY: The Administrative Assistant performs the duties of the main receptionist and gatekeeper for the office of the Provost, Senior Vice President, and Dean of Academic Affairs, while also assisting with social media initiatives. The successful candidate will have strong computer skills while working to support the day-to-day operations of the Office, LECOM projects, and events.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

• Promotes and preserves the mission of LECOM;
• Act as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner;
• Maintain professional appearance and pleasant demeanor at all times;
• Manage and oversee the reception area;
• Serve as primary back-up to the administrative assist for the Office of the President on an as-needed basis;
• Assist with disposition of Provost's incoming and outgoing correspondence;
• Maintain a filing system for correspondence and for pertinent records, answer phones and take messages;
• Assist with writing and processing Dean's Letters, correspondence, reports, surveys, and additional 5th Floor administrative assignments that are assigned;
• Effectively communicate with affiliated organizations, consultants, vendors, etc., in all matters of mutual importance;
• Assist with maintaining the Provost's daily schedule;
• Coordinate travel for the Office of the Provost;
• Assist with maintaining FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional policy and procedure;
• Assist as assigned to prepare the Provost's quarterly report for the Board of Trustees;
• Assist with ordering supplies in a timely manner;
• Code and submit check requests and orders as assigned;
• Participate as assigned in interviews with candidates for employment in Administration;
• Participate in designated Institutional activities;
• Assist in maintaining LECOM social media pages, posting pertinent information as needed;
• Help to coordinate with current students, faculty, and staff to ensure social media coverage of events, achievements, and news;
• Contacts and schedules students to assist with LECOM social media projects;
• Contribute to overall student success and participate in student events, including, but not limited to, White Coat Ceremony and Commencement;
• Contribute directly to the Mission of LECOM by assisting with Institutional fundraising and participating in the LECOM Scholarship Auction, other fundraisers, and outreach activities; and
• Accept other duties assigned/needed for the Institution's needs.

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.), social media pages (Student Doctor Network, Facebook, Twitter, etc.), and accurate data entry skills;
• Excellent organizational and communication skills;
• 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 Provost;
• 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.;
• Enthusiastic, good sense of humor, and a professional positive attitude;
• Willingness to maintain an established work schedule;
• Adherence to all local, state, federal laws and LECOM policies and procedures;
• Ability to organize and prioritize work assignments and meet deadlines;
• Knowledge of pertinent laws, policies/procedures and/or guidelines affecting areas of responsibility;
• Ability to be self-reliant and follow instructions;
• Willingness to assume responsibility; initiate appropriate action; and maintain confidentiality;
• Knowledge of and ability to maintain confidentiality of patient (HIPAA) and student privacy (FERPA);
• Compliance with state and federal regulations and safety protocols (OSHA);
• Ability to be trained and certified on the Institutional Data System;
• Effective use of interpersonal and communications skills, including tact and diplomacy;
• Effective use of organizational and planning skills, including attention to detail and follow-through;
• Time management skills in assessing and prioritizing multiple tasks, projects, and demands;
• Willingness to maintain confidentiality of work-related information and materials;
• Establishing and maintaining effective working relationships;
• Willingness to be flexible and accept other duties needed/assigned;
• The ability to work cooperatively and collegially with others, consistent with a workplace of dignity and respect in compliance with EEO rules and regulations;
• The ability to report to work as scheduled, ready to devote full attention and energy to the important work of LECOM; and
• The ability to accept work directives from managers and supervisors in a respectful and cooperative manner.

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 one (1) to three (3) 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.