Administrative Assistant Receptionist

JOB SUMMARY:The Administrative Assistant/Receptionist is responsible for the duties of the front desk and provides additional administrative support to faculty and staff.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

• Promotes and preserves the mission of LECOM;
• Answers incoming calls. Routes calls promptly and correctly to the proper staff member or to voicemail; correctly and politely takes messages when necessary.
• Greets visitors in a friendly welcoming and professional manner records them in visitors log and directs them to their proper destination.
• Assists as necessary with special events (i.e. registration white coat ceremony interviews etc.)
• Coordinates ordering receiving stocking and distribution of office supplies.
• Manages outgoing mail and receives incoming mail/packages sorts and distributes as appropriate. Coordinates pick-up and delivery of express mail services.
• Assists with other clerical duties such as filing/copying/scanning/faxing as needed.
• Provides primary administrative support to Course Directors of OPP and H&P. This support may include preparing schedules word processing proofreading copying etc.
• Processes check requests for guest speakers.
• Responsible for notifying appropriate faculty and staff of student call-offs and/or scheduled absences.
• Proctors exams as needed.
• Communicates promptly and efficiently with students faculty and staff when required to do so.
• Acts as departmental representative with faculty staff students and visitors in a professional friendly manner.
• Maintains FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure.
• Maintains professional appearance and pleasant demeanor at all times.
• Participates in designated Institutional activities.
• 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 Vice President and/or his/her designee to maintain efficient and effective daily operations.

EEO/AA/M/F/Vets/Disabled

KNOWLEDGE SKILLS AND ABILITIES: 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;
• Assistant must have sound decision making capabilities and the ability to work independently and as directed by the Vice President;
• 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 two (2) to three (3) years work experience in a business industry or higher education environment is preferred.