Administrative Assistant to the Office of the 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; Writes/Processes Dean’s Letters, reports, surveys, etc.

; 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 : 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 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 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

a Bachelor’s Degree is required. 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.

PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee must be able to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear.

The employee must have the ability to occasionally lift and/or move up to 25 pounds. Specific vision abilities include ability to distinguish the nature of objects by using the eye. WORK ENVIRONMENT : Employee is responsible for performing duties in an environment that is free from discrimination, intimidation, coercion or harassment, including sexual harassment.

Work is performed indoors in an office setting and outside of the office at local community outreach sites. The noise level in the work environment is low to moderate. SAFETY : Assists in the creation of a culture of safety and environmental protection by performing work safely in accordance with departmental safety procedures.

Operates equipment safely and reports any unsafe work conditions or practice to supervisor. INFORMATION MANAGEMENT : Ensure compliance with the LECOM Computer and Network Usage Policy – General Guidelines for Faculty and Staff.