Administrative Assistant - 37.5 HRS/WEEK

Philadelphia College of Osteopathic Medicine; Suwanee (GA); On-site; USD 23,000 - 32,000; Full time

Job summary

Philadelphia College of Osteopathic Medicine (PCOM) is seeking an Administrative Assistant at the Suwanee Campus. The role provides direct support to senior leaders and broad operational assistance across the department.

Key duties include handling calls and mail, inventory management, travel planning, data entry, and event coordination. Candidates should have at least two years in an admin role and strong computer, communication, and organizational skills.

Qualifications

• Minimum two years' experience in a similar administrative support role.
• Proficiency with word processing, spreadsheets, presentations, email, and virtual meetings.

Responsibilities

• Provide direct administrative support to senior leaders in the department.
• Serve as point of contact for calls, mail, and inquiries.
• Maintain office supplies and inventory; process invoices and purchase orders.
• Coordinate travel arrangements per PCOM policy.
• Enter data into databases; support budgeting, reporting, and events.
• Attend meetings and handle confidential information.
• Support process improvements and other duties as assigned.

Skills

Administrative support

Customer service

Planning & organization

Communication skills

Collaboration

Computer proficiency

Education

High school diploma or GED

Associate's or Bachelor's degree preferred

Tools

Google Workspace

Microsoft 365

Excel/Sheets

Job description

Job Title:

Administrative Assistant - 37.5 HRS/WEEK

Department:

Administrative Operations (Ae Rhan Lee | Erin Lee)

FLSA:

United States of America (Non-Exempt)

Location:

Suwanee Campus

POSITION SUMMARY

The administrative assistant provides direct administrative support to the department's senior leaders and broad administrative support to other team members in support of department operations. Primary responsibilities include serving as the department's point of contact for incoming and outgoing calls, maintaining office supplies and inventory, and performing a variety of clerical activities related to department operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Perform general administrative duties to support departmental operations, including but not limited to maintaining inventory of required supplies and equipment and coordinating approved travel arrangements for department staff, in accordance with PCOM travel policy.
• Greet and assist visitors; answer department telephone lines and mail, including physical and electronic; address general inquiries regarding department services or operations, or redirect requests to appropriate person(s) for response or issue resolution.
• Evaluate and process invoices and purchase orders, ensuring that expenses are charged accurately to accounts and cost centers; monitor timely and accurate payments to vendors.
• Assist with collecting or compiling information to support key department functions and operations, including but not limited to strategic and financial planning, budgeting, and reporting.
• Coordinate or assist with coordinating approved travel arrangements for department staff and faculty, as applicable, in accordance with PCOM travel policy.
• Enter data and information into databases and systems accurately and in a timely manner.
• Manage or assist with managing all facets of event planning for the department, as applicable, including but not limited to site selection, facility reservations and setup, agenda development and distribution, and equipment setup and breakdown.
• Attend meetings, as required; maintain a high level of confidentiality when handling sensitive matters.
• Assist with implementing quality, service, and process improvement initiatives to enhance day-to-day administrative and operational efforts.
• Perform other duties as assigned or requested.

REQUIRED SKILLS AND EXPERIENCE

• Minimum two years' experience in a similar administrative support role.
• High level of computer proficiency in word processing, spreadsheet, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms.
• High level of customer service.
• Strong planning and organizational skills.
• Strong communication skills, including written, verbal, and interpersonal.
• Strong collaboration skills.

EDUCATION AND CERTIFICATIONS

• High school diploma or GED required; Associate's or Bachelor's Degree in business administration, liberal arts, or similar discipline, preferred.
  
  

Starting Salary: $20/hr

The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement.

PCOM prohibits discrimination on the basis of age, race, sex, color, gender, gender identity and expression, national origin, ethnicity, ancestry, sexual orientation, religion, creed, disability, genetic information, marital status, pregnancy, military and military veteran status or any other legally protected class status in all its programs, activities, and employment practices.