What are the responsibilities and job description for the Administrative Assistant to Provost's Office/Social Media Assistant position at Lake Erie College of Osteopathic Medicine?
JOB SUMMARY: The Administrative Assistant to Provost's Office/Social Media Assistant performs the duties of an office manager in support of the day-to day operations of the office of the Provost, Senior Vice President, and Dean of Academic Affairs, while assisting in social media initiatives. This position will serve as the main receptionist and gatekeeper of the Provost's office to help further the mission of LECOM. The successful candidates will assist in the social media lead in running and maintaining LECOM’s social media accounts. The incumbent may be asked to assist in writing, photography, videography, and other tasks while working to support LECOM projects and events.
CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES: The following are a list of exercises that may be required as a member of the staff from time to time:
- 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;
- Demonstrate knowledge and understanding of accreditation processes, governing body responsibilities, and overall operation of the institution;
- Assist with disposition of Provost’s incoming and outgoing correspondence;
- Maintain a filing system for correspondence and for pertinent records, answer phones and take messages;
- Write and process Dean's Letters, correspondence, reports, surveys, and additional 5th Floor administrative assignments that are assigned;
- Effectively communicate with affiliated organizations, consultants, vendors, etc., in all matters of mutual importance;
- Assist with maintaining the Provost’s daily schedule;
- Coordinate travel for the Office of the Provost;
- Maintain 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 Provost’s quarterly report for the 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 maintaining LECOM social media pages, posting pertinent information as needed;
- Post messages from the President, Provost, and/or Deans on social media as needed;
- Help to research and produce content for LECOM social media outlets;
- Assist in the development, implementation, maintenance, and monitoring recruitment social media initiatives for applicants, students, and alumni;
- Help to coordinate with current students, faculty, and staff to ensure social media coverage of events, achievements, and news;
- Screen social media outlets for LECOM references;
- Help to identify developing social media outlets and resources;
- Assist in reviewing and editing social media content submitted;
- Supports monthly presentations regarding current social media analytics, content and strategies with LECOM’s President, Provost, and Deans;
- Contacts and schedules students to assist with LECOM social media projects;
- May be asked to take photographs and record video footage of LECOM events for social media use;
- Assists with the advancement of the institution’s image and reputation to attract and recruit qualified applicants; and
- Accept other duties assigned/needed for the Institution’s 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 Bachelor degree is preferred. A minimum of three (3) to five (5) years’ work experience in a business, industry or higher education environment is preferred.
