Executive Assistant for the School of Pharmacy
Executive Assistant for the School of Pharmacy
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Job Description
JOB SUMMARY:The Executive Assistant provides professional support to the Dean in all areas of LECOM. Ensures smooth operation of the office and advises on organizational and institutional matters. Interfaces with directors and other executive staff to address concerns of the Institution and assists with administrative and staff service functions of the division. Work is performed under the general supervision of the Dean with evaluation based on overall effectiveness and accomplishment of assigned goals. Interacts with the Dean and Board of Trustees to administer Dean office functions prepares reports and represents the Dean with groups and committees both internal and external to the Institution.
CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:
- Promote and preserve the mission of LECOM;
- Demonstrates knowledge and understanding of accreditation processes governing body responsibilities and overall operation of the institution;
- Effectively communicates with affiliated organizations consultants vendors all matters of mutual importance;
- Acts as departmental representative with faculty staff students and visitors in a professional friendly manner;
- Assists with maintaining Deans daily schedule;
- Maintains FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure;
- Manages daily activities of the office of the Dean including administrative financial electronic clerical and other daily operations;
- Monitors implementation and progress towards meeting goals may supervise staff and coordinates with various support offices of the Dean;
- Facilitates compilation of Deans quarterly report to the Board of Trustees including correspondence in response to queries;
- Participates in Deans Council;
- Manage the implementation and monitoring of the enrollment and recruitment Strategic Plan for the SOP;
- Manage activities of support staff as a resource to directors reporting to the Dean on a wide range of administrative matters;
- Assists with overall control and ensures compliance with Institutional policy;
- Maintains professional appearance and pleasant demeanor at all times;
- Assists with disposition of Deans incoming and outgoing correspondence;
- 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;
- Writes/processes letters reports surveys etc.;
- Works directly with the Dean to properly manage committee memos minutes and agenda;
- Participates in designated Institutional activities;
- Codes and submits all check requests and orders;
- 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;
- 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 Dean and/or her designee 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 self-reliant and follow instructions;
- Possess a typing speed of at least 65 wpm with a high degree of accuracy;
- Sound decision making capabilities with 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 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 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 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 Institutions needs.
MINIMUM QUALIFICATIONS: Education and experience equivalent to: a high school diploma GED or equivalent is required. An Associate or Bachelors 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 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.
Employment Type
Full-Time
