What are the responsibilities and job description for the Executive Assistant to the Office of the Dean - School of Podiatric Medicine position at Lake Erie College of Osteopathic Medicine?
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 for Dean’s Monthly Management Staff Report for the President;
- Types draft as prepared by the Dean for 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.
