Administrative Assistant to Office Dean and Office Manager

JOB SUMMARY
:
This Administrative Assistant performs the duties of an executive assistant in support of the day-to-day operations of the Office of the Dean and other Senior Administration.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES
:

• Promote and preserve the mission of LECOM;
• 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;
• Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner;
• Maintains FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure;
• Maintains the Dean’s daily schedule and assists with that of the Dean and other Senior Administrators;
• Prepares Weekly Calendar Report for the Dean;
• Prepares PowerPoint presentations for the Dean;
• Coordinates travel for all SDM administration, faculty and staff;
• Reconciles monthly AMEX bill for Dean’s credit card with Accounting, if necessary;
• Coordinates Event Request Process and all room reservations for the SDM building;
• Integrates academic scheduling into the room reservation process;
• Updates academic room calendars and prints monthly and/or as changes are made;
• Serves as the recording secretary for the SPG Committee or other related committees;
• 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, answer phones, takes messages and performs various daily correspondences on an as needed basis;
• Participates in interviews with candidates for employment in Administration;
• Works directly with the Dean to properly manage committee memos, minutes and agenda;
• Orders supplies and completes work orders in a timely manner;
• Participates in designated Institutional activities;
• Codes and submits all check requests and orders; and
• Other duties as needed /assigned by the supervisors and/or designee to maintain efficient and effective daily operations.

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
:

• 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 and other Senior Administration;
• 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 multitasking;
• 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…