Executive Assistant to the Office of the Dean - School of Podiatric Medicine

Executive Assistant to the Office of the Dean - School of Podiatric Medicine

The Executive Assistant provides high-level, proactive administrative and operational support to the Office of the Dean of the LECOM School of Podiatric Medicine (SPM). Beyond traditional executive assistance, this role acts as a primary office coordinator for the SPM managing high-priority reporting for senior leadership, spearheading admissions interview day workflows, serving as the departmental liaison for marketing and social media coordination, and tracking essential compliance data for accreditation and strategic assessment plans. The position exercises independent judgment, handles sensitive and confidential institutional data, and directly supervises the SPM Administrative Assistant(s).

Executive Support & Senior Institutional Reporting

• Promote and preserve the mission, vision, and core values of LECOM;
• Serve as the professional, welcoming departmental representative to faculty, staff, students, senior institutional leadership, and external visitors;
• Maintain the Dean's dynamic daily schedule, balancing institutional meetings, clinical responsibilities, and external commitments;
• Manage high-level institutional document workflows; gather metrics, organize sections, and type initial drafts for the Weekly Calendar Report (for the Provost), the Dean's Monthly Management Staff Report (for the President), and the Dean's Board of Trustees Report ;
• Coordinate all travel and expense requests for the Dean and departmental faculty in strict accordance with the LECOM Travel and Expense Request Policy ;
• Maintain absolute FERPA/HIPAA confidentiality concerning all student, programmatic, and institutional data;

Admissions Operations & Pipeline Tracking

• Serve as the administrative point-of-contact for the SPM Admissions Committee and the rolling Bi-Weekly Admissions Workgroup;
• Manage the end-to-end logistics, faculty/student ambassador scheduling, and programmatic agendas for weekly structured on-campus interview days;
• Monitor and compile real-time applicant data, interview-to-deposit yield rates, and pipeline tracking sheets ahead of the monthly admissions overview meetings;
• Oversee and actively execute the post-acceptance applicant communication flowchart, ensuring seamless correspondence, touchpoints, and resource delivery to prospective student doctors;

Marketing Liaison & Social Media Management

• Serve as the designated SPM staff member responsible for cultivating a consistent, high-impact public footprint;
• Collaborate directly with central LECOM Marketing and Communications, faculty, and student clubs to procure, generate, and review engaging content for institutional social media channels and the public website;
• Coordinate the administrative logistics and material delivery for targeted recruitment marketing campaigns aimed at undergraduate programs and advisors within the school's strategic geographic radius (400-mile / 6-hour driving circle from Erie);
• Periodically audit the public website to ensure compliance with Council on Podiatric Medical Education (CPME) data display requirements, ensuring the correct dates, outcomes tables, and distance-learning statistics are accurately maintained;

Assessment, Data Operations, & Accreditation Compliance

• Demonstrate a working knowledge of CPME accreditation standards, timelines, and reporting requirements;
• Administer, distribute, and collect updates for the SPM Strategic Plan and the Program and Student Learning Outcomes Assessment Plan (PSLOAP) using established institutional templates;
• Monitor and coordinate the curriculum evaluation feedback loop; systematically track and follow up on the timely collection of annual course evaluations, syllabus submissions, and rotation preceptor evaluation data from Course Directors via eValue or Canvas;
• Assist the Dean in compiling and cross-referencing longitudinal cohort data for mandatory regulatory filings, including the CPME Annual Report, Monitoring Reports, and institutional Self-Studies;

Personnel Supervision & Tiered Delegation

• Directly supervise, train, and manage the performance workflows of the SPM Administrative Assistant(s);
• Enact Tiered Delegation: Explicitly assign and shift routine clerical tasksincluding monitoring primary front-desk phone lines, ordering baseline office supplies, processing facilities/maintenance work orders, and general alphabetical filingto the Administrative Assistant(s) to safeguard bandwidth for high-priority coordinator duties;
• Oversee general office organization, ensuring the physical footprint of the SPM administrative suite remains professional and highly functional;

General Duties

• 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
• Perform other related duties as assigned by the Dean to ensure optimal operation of the School of Podiatric Medicine.

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, Exceletc.) 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;
• Sound decision-making capabilities and the ability to work independently and as directed by the Dean;
• Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, e-mail, 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 multi-tasking;
• 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:

• Education: Bachelor's (minimum) Master's (preferred) degree in Business Administration, Communications, Healthcare Administration, or a related field preferred; equivalent high-level executive administrative experience will be considered.
• Experience: Minimum of 35 years of progressive administrative experience, preferably within higher education, medical education, or a complex healthcare system ecosystem. Previous supervisory experience is highly desirable.
• Technical Skills: Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint). Comfort with or capability to quickly learn academic systems (eValue, Canvas, admissions databases) and institutional social media/content workflows.
• Core Competencies: Exceptional written and verbal communication skills; superb organizational capabilities with a meticulous eye for data and report tracking; strong interpersonal skills with the ability to maintain composure, professionalism, and strict confidentiality under tight reporting cycles.