Administrative Assistant for Preclinical Education - College of Medicine

JOB SUMMARY : The Administrative Assistant for Preclinical Education is responsible for providing administrative, clerical, and student support and ensures the continuity of the Preclinical Education office.

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;
• Maintains FERPA confidentiality concerning student grades and their security in accordance with applicable law and Institutional Policy and Procedure;
• Maintains professional appearance and pleasant demeanor;
• Processes and distributes all mail and interoffice communications;
• Assist with maintaining the schedule for MS1 and MS2;
• Maintains the computer log of reservations for all medical school lecture halls / rooms, labs and conference rooms;
• Processes time cards for payroll purposes;
• Maintains a filing system for all correspondence and for all pertinent records of the pathway, answer phones and takes messages as needed, performs various daily correspondences on an as needed basis;
• Works directly with the Chair of Student Promotion and Graduation Committee to properly manage SPG memos, minutes and agenda;
• Maintains petty cash fund and orders supplies in a timely manner;
• Process all work orders;
• Codes and submits all check requests, orders, and works with Administrative Assistant to Preclinical Dean on travel requests;
• Sets up new faculty offices on an as needed basis;
• Receive students and visitors in a warm and helpful manner and assists them with contacting appropriate college personnel;
• Assemble, administer, and proctor exams / quizzes for first year students and first year combined pathway student exams (OPP course excepted);
• Prepare proctor schedule for combined pathway exams for first and second year;
• Provide and maintain exam statistics for first year medical students;
• Maintain student grades for first and second year medical students in combined pathway courses and insure all grades are uploaded / submitted to the registrar;
• Produce and update schedules and make changes as needed and liaise with other pathway administrative assistants to ensure they are notified of schedule changes affecting combined pathways;
• Take attendance on regular basis or as needed;
• Track student grades pertinent to Student Graduation and Promotion (SPG) issues;
• Attend SPG meetings, keep minutes of meeting and its actions;
• Build, manage, and maintain databases to provide support for the college of medicine for internal tracking and for accreditation purposes, annual accreditation reports and continual accreditation requirements;
• Train and assist student affairs department with admissions and related tasks, as necessary;
• 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 Associate Dean of Preclinical Education and / or his / her designee to maintain an efficient and effective Department.

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.

• Advanced technical skills;
• Ability to independently devise technical solutions;
• Strong communications skills are essential, as well as, computer literacy for the MS Office Suite (Word, PowerPoint, Excel etc.
• as well as, accurate data entry skills;
• Excellent organizational skills;
• Maintaining an established work schedule;
• Experience and expertise in using PC Computer applications, including MS Word, MS Excel, Adobe Acrobat, Outlook and PowerPoint, and Access;
• Experience and knowledge with statistical analyses and methods;
• Experience in using various office equipment, copier, fax, scanner, etc.;
• Proficiency concerning various medical terminology;
• Proficiency in use of the grading machine / software and Micro grade for grade management / dispersal to students;
• Ability to work in a fast paced environment that requires multitasking;
• Knowledge and experience with academic assessment and student outcomes utilization;
• 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 : an Associates or Bachelors degree or comparable education from an accredited institution in secretarial / business practice with at least 3-5 years’ of related experience required.

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.