Administrative Assistant - 37.5 HRS/WEEK

01 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 for the Suwanee Campus. The role provides essential support to the Administrative Operations team, handling calls, mail, visitors, and data entry, while coordinating travel per policy.

Ideal candidates have at least two years in a similar role, strong computer skills, and a customer-service mindset. The starting salary is $20/hr, with PCOM's commitment to a competitive rewards package and professional

Qualifications

• Two years of experience in an administrative support role.
• Proficient with word processing, spreadsheets, presentations, email, and virtual meetings.
• Demonstrated high level of customer service.
• Strong planning and organizational skills.
• Excellent written and verbal communication.
• Able to collaborate effectively with teammates.

Responsibilities

• Provide general administrative support to departmental operations.
• Greet visitors, answer calls, and manage mail and inquiries.
• Process invoices and purchase orders; monitor payments to vendors.
• Assist with budgeting, reporting, and information gathering.
• Coordinate travel arrangements per policy; maintain databases.
• Participate in event planning and maintain confidentiality.

Skills

Customer service

Planning

Organization

Communication

Collaboration

Education

High school diploma or GED

Associate's or Bachelor's degree (preferred)

Tools

Google Workspace

Microsoft 365

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

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.

At Philadelphia College of Osteopathic Medicine, you will be part of a community of caring, professional and committed individuals who focus on making the PCOM experience the best possible for our students. Our dedication to academic and institutional excellence drives everything we do. As a PCOM employee at our Philadelphia, PA Suwanee, GA or Moultrie, GA locations, you can make a meaningful contribution to the continued success and improvement of the College. At PCOM, you can become part of our rich heritage, enjoy a competitive compensation and benefits package, and take advantage of opportunities for professional and personal growth.

Philadelphia College of Osteopathic Medicine (PCOM) is an equal opportunity employer. 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.

PCOM provides reasonable accommodations to individuals with ADA qualifying disabilities who need assistance in completing the online application and/or the hiring process due to their diagnosed disability. Please email the PCOM Equal Opportunity and Access Manager (Title IX Coordinator) at [e-mail] or call 215-871-6528 to begin the disability accommodation process. Reasonable accommodation requests are reviewed on a case-by-case basis.