Administrative Assistant to Provost's Office

JOB SUMMARY: The Administrative Assistant performs the duties of the main receptionist and gatekeeper for the office of the Provost Senior Vice President and Dean of Academic Affairs while also assisting with social media initiatives. The successful candidate will have strong computer skills while working to support the day-to-day operations of the Office LECOM projects and events.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

• Promotes and preserves the mission of LECOM;
• Act as departmental representative with faculty staff students and visitors in a professional friendly manner;
• Maintain professional appearance and pleasant demeanor at all times;
• Manage and oversee the reception area;
• Serve as primary back-up to the administrative assist for the Office of the President on an as-needed basis;
• Assist with disposition of Provosts incoming and outgoing correspondence;
• Maintain a filing system for correspondence and for pertinent records answer phones andtakemessages;
• Assist with writing and processingDeans Letters correspondence reports surveys and additional 5th Floor administrative assignments that are assigned;
• Effectively communicate with affiliated organizations consultants vendors all matters of mutual importance;
• Assist with maintaining the Provosts daily schedule;
• Coordinate travel for the Office of the Provost;
• Assist with maintaining FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional policy and procedure;
• Assist as assigned to prepare the Provosts quarterly report forthe Board of Trustees;
• Assist with ordering supplies in a timely manner;
• Code and submit check requests and orders as assigned;
• Participate as assigned in interviews with candidates for employment in Administration;
• Participate in designated Institutional activities;
• Assist in maintainingLECOM social media pages posting pertinent information as needed;
• Help to coordinatewith current students faculty and staff to ensure social media coverage of events achievements and news;
• Contacts and schedules students to assist with LECOM social media projects;
• Contribute to overall student success and participate in student events including but not limited to White Coat Ceremony and Commencement;
• Contribute directly to the Mission of LECOM by assisting with Institutional fundraising and participating in the LECOM Scholarship Auction other fundraisers and outreach activities; and
• Accept other duties assigned/needed for the Institutions needs.

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 Excel etc.) social media pages (Student Doctor Network Facebook Twitter etc.) and accurate data entry skills;
• Excellent organizational and communication skills;
• 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 Provost;
• 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.;
• Enthusiastic good sense of humor and a professional positive attitude;
• Willingness to maintain an established work schedule;
• Adherence to all local state federal laws and LECOM policies and procedures;
• Ability to organize and prioritize work assignments and meet deadlines;
• Knowledge of pertinent laws policies/procedures and/or guidelines affecting areas of responsibility;
• Ability to be self-reliant and follow instructions;
• Willingness to assume responsibility; initiate appropriate action; and maintain confidentiality;
• Knowledge of and ability to maintain confidentiality of patient (HIPAA) and student privacy (FERPA);
• Compliance with state and federal regulations and safety protocols (OSHA);
• Ability to be trained and certified on the Institutional Data System;
• Effective use of interpersonal and communications skills including tact and diplomacy;
• Effective use of organizational and planning skills including attention to detail and follow-through;
• Time management skills in assessing and prioritizing multiple tasks projects and demands;
• Willingness to maintain confidentiality of work-related information and materials;
• Establishing and maintaining effective working relationships;
• Willingness to be flexible and accept other duties needed/assigned;
• The ability to work cooperatively and collegially with others consistent with a workplace of dignity and respect in compliance with EEO rules and regulations;
• The ability to report to work as scheduled ready to devote full attention and energy to the important work of LECOM; and
• The ability to accept work directives from managers and supervisors in a respectful and cooperative manner.

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 one (1) to three (3) 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.