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

01 Philadelphia College of Osteopathic Medicine; Moultrie (GA); On-site; USD 20,000 - 29,000; Full time

Job summary

Philadelphia College of Osteopathic Medicine (PCOM) is seeking an Administrative Assistant for the Dean's Office at the Moultrie Campus. The role provides advanced administrative support to the Dean, coordinating operations and exercising initiative under minimal supervision.

The ideal candidate will manage calendars, assist with budget monitoring, and prepare confidential documents. Strong Microsoft Office and Workday familiarity are preferred.

Qualifications

• High school diploma is required.
• Bachelor’s degree is preferred.
• Minimum of five years’ experience as an administrative assistant in a fast paced office.
• Experience in College, University and Physician office environment preferred.
• Experience supporting a senior level academic leader strongly preferred.
• Proficiency in the full Microsoft Office Suite is required.
• Working knowledge of Workday enterprise system is strongly preferred.

Responsibilities

• 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 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.

Skills

data you can't infer

Education

High school diploma

Bachelor’s degree

Tools

Microsoft Office Suite

Workday

Job description

Job Title and Details

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.

Duties and Responsibilities

• 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

• No Board Certification or Board Eligibility is required.

Starting Hourly Pay

$17.72

Benefits and Culture

PCOM offers a total rewards package that supports our employees' health, life, career and retirement.

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.

Equal Opportunity Statement

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.

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.