Administrative Assistant - Dean's Office - 37.5 HRS/WEEK

Philadelphia College of Osteopathic Medicine; Moultrie (GA); On-site; USD 23,000 - 28,000; Full time

Job summary

Philadelphia College of Osteopathic Medicine (PCOM) is seeking an Administrative Assistant to provide advanced executive support to the Dean of the School of Osteopathic Medicine at the South Georgia Campus. The role requires independent judgment, managing confidential information, and coordinating high-level administrative operations for the Dean's Office.

The position involves calendar and budget support, data gathering, and coordinating events and communications with campus, system, and

Qualifications

• High school diploma required; bachelor’s degree preferred.
• Minimum five years of administrative assistant experience in a fast-paced office.
• Experience supporting a senior academic leader strongly preferred.
• Proficiency in the full Microsoft Office Suite; Workday knowledge preferred.

Responsibilities

• Coordinate high-level administrative operations for the Dean's Office.
• Manage calendar for the Dean and related departments.
• Monitor budget; coordinate expense files for audits.
• Prepare and type correspondence; handle internal/external mail.
• Research and report on campus initiatives; coordinate events.
• Maintain confidentiality and exercise sound judgment.
• Assist Registrar communications and educational activities QA.
• Perform other duties as assigned.

Skills

MS Office

Admin support

Calendar management

Communication

Data analysis

Education

High school diploma

Bachelor's degree preferred

Tools

Workday

Microsoft Office

Job description

Job Title

Administrative Assistant - Dean's Office - 37.5 HRS/WEEK

Department

Campus Operations (Joanne Jones)

FLSA

United States of America (Non-Exempt)

Location

Moultrie Campus

Job Summary

The individual provides highly advanced professional administrative support to the Dean of the School of Osteopathic Medicine - South Georgia Campus. This work involves coordinating or overseeing high level administrative operations of the Office of the Dean. The individual works under minimal supervision with extensive latitude for the use of initiative and independent judgment.

Job Description

Duties and responsibilities include (but are not limited to) the following:

• Facilitates the interaction of the Dean with campus, system, community contacts/members and Philadelphia college leaders.
• Performs complex and confidential administrative functions including word processing/typing correspondence for the Dean to include distribution of internal email (on behalf of Dean), memos and forms. Responds to external correspondence as required.
• Assists the Dean by monitoring budget, and coordinates expense files as required in preparation for department audit.
• Manages calendar for the Dean, the Continuing Medical Education department and the Medical School Performance Evaluation (MSPE) calendar.
• Identifies and resolves problems in a timely manner, develops alternative solutions; works well in group problem solving situations; maintains confidentiality in sensitive situations and possesses ethical decision making skills and uses sound judgment.
• Tracks and maintains records for institutional support according to PCOM - South Georgia affiliation agreements with certain institution(s) and ensures processing of payment.
• Supports the Chief of Campus Operations when necessary.
• Conducts research, creates data analysis and other reports in an effort to assist with campus wide initiatives.
• Coordinates assigned events that may be hosted by the Dean's office. This includes researching venues/caterers, negotiating fees and controlling the event budget.
• Assists the office of the Registrar with the communication of student remediation, SPEC letters, academic warning and dismissal letters per academic term.
• Collects and compiles data and QA information for the preparation of educational activities, survey site visits/or electronic audits and annual reports.
• Other duties as assigned.

Position Requirements

• Applicants must be authorized to work in the U.S.
• Must be willing to travel.

Education

• High school diploma is required
• Bachelor's degree is preferred.

Experience

• A minimum of five years' experience as an administrative assistant in a fast paced office is required. Preference given to experience in College, University and Physician office environment.
• Experience supporting a senior level academic leader is strongly preferred.
• Proficiency in the full Microsoft Office Suite is required.
• Working knowledge of Workday enterprise system is strongly preferred.
• Certifications, Licenses, Registrations (if applicable):
• No Board Certification or Board Eligibility is required.

Starting Hourly Pay

$17.72

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.