Executive Assistant to the Associate Dean of Academic Affairs College of Medicine

The Lake Erie College Of Osteopathic Medicine

Job Location:

Jacksonville, FL - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Description

JOB SUMMARY: The Executive Assistant supports the day-to-day operations of the Associate Dean of Academic Affairs and provides direct support to the President and Provost when they are onsite in Jacksonville.

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;
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 and assists with that of the President and Provost when they are onsite in Jacksonville;
Prepares Weekly Calendar Report for each Senior Administrator as required by the Provost;
Types draft as prepared by the Dean of Deans Monthly Management Staff Report for the President;
Types draft as prepared by the Dean of Deans Board of Trustees Reports;
Coordinates travel and reimbursement requests for all College of Medicine administration faculty and staff;
Reconciles monthly AMEX bill for Deans credit card with Accounting;
Coordinates event request process and room reservations for the Dean conference room;
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 on an as-needed basis;
Participates in interviews with candidates for employment in Administration;
Writes/Processes Deans Letters reports surveys etc.;
Works directly with the Dean to properly manage committee memos minutes and agenda;
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 off-schedule meetings 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
Supervises and completes annual evaluations on COM Administrative Assistants
Other duties as needed /assigned by the office of the Dean President and/or Provost 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.

Must commit to being onsite when the President and/or Provost are in Jacksonville (i.e. vacation requests may be postponed to accommodate administration schedules);
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 President and/or Provost;
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 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: 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 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.

Required Experience:

DescriptionJOB SUMMARY: The Executive Assistant supports the day-to-day operations of the Associate Dean of Academic Affairs and provides direct support to the President and Provost when they are onsite in Jacksonville.CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:Promote and preserve the mission of...

Description

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;
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 and assists with that of the President and Provost when they are onsite in Jacksonville;
Prepares Weekly Calendar Report for each Senior Administrator as required by the Provost;
Types draft as prepared by the Dean of Deans Monthly Management Staff Report for the President;
Types draft as prepared by the Dean of Deans Board of Trustees Reports;
Coordinates travel and reimbursement requests for all College of Medicine administration faculty and staff;
Reconciles monthly AMEX bill for Deans credit card with Accounting;
Coordinates event request process and room reservations for the Dean conference room;
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 on an as-needed basis;
Participates in interviews with candidates for employment in Administration;
Writes/Processes Deans Letters reports surveys etc.;
Works directly with the Dean to properly manage committee memos minutes and agenda;
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 off-schedule meetings 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
Supervises and completes annual evaluations on COM Administrative Assistants
Other duties as needed /assigned by the office of the Dean President and/or Provost to maintain efficient and effective daily operations.

EEO/AA/M/F/Vets/Disabled

Minimum Requirements

Must commit to being onsite when the President and/or Provost are in Jacksonville (i.e. vacation requests may be postponed to accommodate administration schedules);
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 President and/or Provost;
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 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.

Required Experience:

Key Skills

Photography
Color Correction
Shot List
Adobe Photoshop
Photo Shoots
Youtube
Camera Movement
Cinematography
Audio Equipment
B-roll
Camera Operation
Final Cut Pro
Digital Media
Video production
Web Series

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About Company

The Lake Erie College Of Osteopathic Medicine

About The Lake Erie College of Osteopathic Medicine The Lake Erie College of Osteopathic Medicine offers challenging, enjoyable, and rewarding positions as faculty and staff at our campuses in Erie and Greensburg, Pennsylvania; Elmira, New York; and Bradenton, Florida. A leader in me ... View more

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