Executive Assistant to the Office of the Dean - School of Podiatric Medicine
Executive Assistant to the Office of the Dean - School of Podiatric Medicine
Posted on :
06-04-2025
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1 Vacancy
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Job Description
JOB SUMMARY: The Executive Assistant supports the daytoday operations of the office of the Dean provides direct administrative support and serves as an office manager for the School of Podiatric Medicine.
CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:
- Promote and preserve the mission of LECOM;
- Acts as 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/HIPAA confidentiality concerning student information/grades and their security in accordance with applicable law and institutional policy and procedure;
- Maintains the Deans daily schedule
- Prepares Weekly Calendar Report for each Senior Administrator as required by the Provost;
- Types draft as prepared by the Dean forDeans Monthly Management Staff Report for the President;
- Types draft as prepared by the Dean for Deans Board of Trustees Reports;
- Coordinates travel and reimbursement requests for all SPM administration faculty and staff;
- Reconciles monthly bill for Deans LECOM card with Accounting;
- Coordinates Event Request Process and all room reservations as needed;
- Maintains professional appearance and pleasant demeanor at all times;
- Assists with disposition of all incoming and outgoing correspondence;
- Maintains a filing system for all correspondence and for all pertinent records answers phones takes messages and performs various daily correspondences;
- Participates in interviews with candidates for employment as needed;
- Writes/Processes Deans Letters reports surveys etc.;
- Works directly with the Dean to properly manage committee memos minutes and agendas;
- Orders supplies and completes work orders in a timely manner;
- Participates and assists as directed in designated Institutional activities and events including but not limited to commencement orientation white coat and hospital day;
- Codes and submits all check requests and orders;
- Assists Dean in reviewing Kronos entries;
- Attends offschedule meetings as needed;
- Supervises and completes annual evaluations on SPM Administrative Assistant(s); and
- 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 office of the Dean to maintain efficient and effective daily operations.
EEO/AA/M/F/Vets/Disabled
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 selfreliant 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 decisionmaking 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 email 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 fastpaced 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 followthrough;
- Assessing and prioritizing multiple tasks projects and demands;
- Maintaining confidentiality of workrelated 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 Institutions needs.
MINIMUM QUALIFICATIONS:
Education and experience equivalent to: a Bachelors Degree Masters Degree is preferred. 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 multitask 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.
Employment Type
Full-Time
Key Skills
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