Experience Inc. Jobs

Executive Assistant to the Office of the Dean - School of Podiatric Medicine

Overview

Date Posted:

2/5/2024

Location:

Erie

Address:

1858 West Grandview Boulevard

City:

Erie

State:

PA

Country:

United States of America

Category:

Administrative and Support

Employment Status:

Full-time

Description

JOB SUMMARY: The Executive Assistant supports the day-to-day operations of the office of the Dean, provides direct administrative support, and serves as an office manager for the School of Podiatric Medicine.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

• Promote and preserve the mission of LECOM;

• Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner;

• Demonstrates knowledge and understanding of accreditation processes, governing body responsibilities, and overall operation of the institution;

• Effectively communicates with affiliated organizations, consultants, vendors, etc., in all matters of mutual importance;

• Maintains FERPA/HIPAA confidentiality concerning student information/grades and their security in accordance with applicable law and institutional policy and procedure;

• Maintains the Dean’s daily schedule

• Prepares Weekly Calendar Report for each Senior Administrator as required by the Provost;

• Types draft as prepared by the Dean of Dean’s Monthly Management Staff Report for the President;

• Types draft as prepared by the Dean of Dean’s Board of Trustees Reports;

• Coordinates travel and reimbursement requests for all SPM administration, faculty, and staff;

• Reconciles monthly AMEX bill for Dean’s credit card with Accounting;

• Coordinates Event Request Process and all room reservations as needed;

• 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;

• Participates in interviews with candidates for employment as needed;

• Writes/Processes Dean’s Letters, reports, surveys, etc.;

• Works directly with the Dean to properly manage committee memos, minutes, and agendas;

• 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;

• Supervises and completes annual evaluations on SPM Administrative Assistant(s); and

• 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 office of the Dean 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.

• Strong computer literacy with MS Office Suite (Word, PowerPoint, Excel…etc.) 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;

• 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 multi-tasking;

• 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 Institution’s needs.

  MINIMUM QUALIFICATIONS:Education and experience equivalent to: a Bachelor’s Degree, Master’s 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.