Receptionist/Administrative Assistant

Job Summary:

This position will serve as an initial contact person for the Edward Via College of Osteopathic Medicine (VCOM) and provide high quality executive support by displaying sound judgment, accuracy, diplomacy, confidentiality and discretion. The individual will perform administrative assistant activities for the Executive Assistant to the Dean and the Dean of the College as assigned.

Job Duties:

• 1. Tend the front desk of the VCOM-Virginia Campus and ensure that the desk is covered during business hours, which is usually 8 am – 5 PM
• 2. Answer the main VCOM – Virginia Campus phone line and direct callers to the appropriate contacts or answer questions
• 3. Serve as the Security person for allowing visitor entry into the building
• 4. Greet visitors and route inquiries to the prospective departments
• 5. Assist with the supervision of PT wage employees that serve the Reception Desk, and ensure coverage of the front desk during business hours
• 6. Assist students, faculty, and staff as needed
• 7. Schedule meetings and tours as needed
• 8. Assist in organizing a wide variety of business and social functions on and off-campus including meals, banquets, and meetings
• 9. Participate in White Coat Ceremony and Graduation
• 10. Maintain and update the VCOM – Virginia Campus online phone directory of all faculty and staff office phone extensions and emails
• 11. Maintain display cabinets and message boards in lobby
• 12. Accept deliveries, route to the proper storage place and contact appropriate recipients for pick up
• 13. Assist the Executive Assistant to the Dean with various tasks which include completing monthly credit card logs, travel reimbursements, and other tasks as assigned
• 14. Update and maintain the phone number sheet for periodic release to the campus
• 15. Sort external mail, and deliver external and interoffice mail in VCOM I building
• 16. Assist with typing correspondence, PowerPoint presentations, and reports as needed for Administration
• 17. Maintain conference room schedule for Administration’s Conference room
• 18. Process UPS Shipments for Administration and other departments as needed
• 19. Maintain an adequate inventory of office supplies for Administration; including mailing supplies such as UPS and VCOM logo’ed envelopes
• 20. Prepare and maintain organized files and documentation for VCOM – Virginia Campus as directed by the Executive Assistant to the Dean
• 21. Perform other duties as assigned

Required Qualifications:

• Education: Associate Degree or equivalent Work Experience
• Licensure or certification: n/a
• Experience: Experience in administrative environment

Other skills important to this position:

• Excellent customer service skills in dealing with executive level administrators, physicians, government officials, business executives, faculty and professional students
• Excellent interpersonal and communications skills, both orally and written
• Strong team player
• Commitment to company values
• Highly organized
• Detailed oriented
• Ability to multi-task in a fast-paced environment
• Possess excellent time management skills
• Computer proficiency of such software products as Microsoft Office, Word, Excel, PowerPoint, and email applications.
• Ability to work seamlessly with team members and independently on own tasks.

The successful candidate will be subject to a criminal history background check.

Regular, reliable or predictable attendance is an essential function of the job.

Working Conditions and Efforts:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee is occasionally required to sit; use hands and vision for office equipment such as computers; talk or hear; moderate telephone usage. The employee must occasionally lift and/or move up to 35 pounds.

Work environment: Office environment. Outside travel 0% to 5% of time. The noise level in the work environment is usually minimal, however the reception area with frequent visitors, phone calls and discussions may be distracting.

This position is classified as a non-exempt position because it does not require that the candidate/employee exercise independent judgment and discretion regarding matters of significance.

Employment with VCOM is “at-will”. This means employment is for an indefinite period of time and it is subject to termination by the employee or by VCOM, with or without cause, with or without notice, and at any time. Nothing in this position description or any other policy of VCOM shall be interpreted to be in conflict with or to eliminate or modify in any way, the “at-will” employment status of VCOM employees.

VCOM Core Values: The employee is expected to adhere to all VCOM policies. As the environment is a professional college, VCOM faculty / staff are expected to dress and behave in a professional manner at work. VCOM faculty / staff are expected as VCOM employees, to be a person who obeys all laws and professional expectations of an upstanding citizen of the community. VCOM expects all employees to maintain a positive attitude in all working relationships with all VCOM departments, employees, medical students, prospective medical students, interns, and residents and to treat all other engaged in the duties of the employment, with mutual respect.

I am notified that the College is an equal opportunity employer and does not discriminate on the basis of age, sex, sexual orientation, ethnicity, religion, or disability.

Job Type: Full-time

Pay: $38,000.00 - $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $38,000 - $40,000