Administrative Assistant to the PBL Director

JOB SUMMARY: The Administrative Assistant performs the duties of an office manager in support of the day-to-day operations of the PBL Pathway.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

• Promotes and preserves the mission of LECOM;
• Prepares PBL curricular schedules and other documentation as designated by the director liaising with other faculty and administrators as directed;
• Communicates promptly and efficiently with students faculty and staff when required to do so;
• Reserves instructional spaces through the LECOM system as required by the director;
• Places PBL materials in the LECOM student CANVAS portal as required by the director;
• Maintains bank of PBL cases as word documents modifying and updating as and when required by the director;
• Transcribes case materials into appropriate software for electronic presentation in student PBL group sessions;
• Maintains an organized and secure PBL student examination question bank;
• Collates learning issues submitted by PBL student groups and monitors their timely submission;
• Prepares PBL student examinations ensuring that the process occurs in a timely and efficient manner;
• Interacts with LDP DSP PCSP and PBL curricular pathways at additional locations as needed;
• Processes examination data and maintains PBL grades as and when required;
• 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 PBL Directors daily schedule;
• 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;
• Assists with disposition of PBL Directors incoming and outgoing correspondence;
• Maintains a filing system for all correspondence and for all pertinent records answers phones takes messages and performs various daily correspondence on an as-needed basis;
• Participates in interviews with candidates for employment in the department;
• Writes/processes Deans Letters reports surveys etc.;
• Assists in the writing/processing of correspondence reports surveys etc.;
• Orders supplies in a timely manner;
• 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;
• 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 PBL Director and/or his/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;
• Web-designing experience in the related field preferred;
• 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 PBL Director;
• 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 or GED 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. Educational experience or teaching experience welcome.

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.