Administrative Assistant for Preclinical Education

Lake Erie College of Osteopathic Medicine; Erie (Erie County); Presencial; USD 36.000 - 48.000; Jornada completa

Descripción de la vacante

Lake Erie College of Osteopathic Medicine in Erie, PA seeks an Administrative Assistant for Preclinical Education to provide administrative, clerical, and student support and to ensure continuity of the Preclinical Education office.

The role includes scheduling MS1/MS2, managing exams, maintaining records, processing payroll-related tasks, and coordinating with faculty and SPG to support accreditation.

Formación

• Advanced MS Office skills and accurate data entry.
• Strong communications skills and interpersonal abilities.
• Ability to multitask in a busy academic office.
• Commitment to confidentiality and FERPA policies.
• Excellent organizational capabilities and attention to detail.

Responsabilidades

• Promote and preserve the mission of LECOM.
• Manage mail, interoffice communications, and MS1/MS2 scheduling.
• Maintain room reservations for lecture halls and labs.
• Process time cards for payroll and file management.
• Take SPG minutes and assist with agendas and accreditation reports.
• Maintain databases for tracking and reporting.

Conocimientos

MS Office proficiency

Strong communication

Multitasking

Confidentiality

Organizational skills

Educación

Associate's or Bachelor's degree in secretarial/business

Herramientas

MS Word

MS Excel

PowerPoint

Outlook

Access

Adobe Acrobat

Descripción del empleo

JOB SUMMARY

The Administrative Assistant for Preclinical Education is responsible for providing administrative, clerical, and student support and ensures the continuity of the Preclinical Education office.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES

• Promote and preserve the mission of LECOM;
• Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner;
• Maintains FERPA confidentiality concerning student grades and their security in accordance with applicable law and Institutional Policy and Procedure;
• Maintains professional appearance and pleasant demeanor;
• Processes and distributes all mail and interoffice communications;
• Assist with maintaining the schedule for MS1 and MS2;
• Maintains the computer log of reservations for all medical school lecture halls/rooms, labs and conference rooms;
• Processes time cards for payroll purposes;
• Maintains a filing system for all correspondence and for all pertinent records of the pathway, answer phones and takes messages as needed, performs various daily correspondences on an as needed basis;
• Works directly with the Chair of Student Promotion and Graduation Committee to properly manage SPG memos, minutes and agenda;
• Maintains petty cash fund and orders supplies in a timely manner;
• Process all work orders;
• Codes and submits all check requests, orders, and works with Administrative Assistant to Preclinical Dean on travel requests;
• Sets up new faculty offices on an as needed basis;
• Receive students and visitors in a warm and helpful manner and assists them with contacting appropriate college personnel;
• Assemble, administer, and proctor exams/quizzes for first year students and first year combined pathway student exams (OPP course excepted);
• Prepare proctor schedule for combined pathway exams for first and second year;
• Provide and maintain exam statistics for first year medical students;
• Maintain student grades for first and second year medical students in combined pathway courses and insure all grades are uploaded/submitted to the registrar;
• Produce and update schedules and make changes as needed and liaise with other pathway administrative assistants to ensure they are notified of schedule changes affecting combined pathways;
• Take attendance on regular basis or as needed;
• Track student grades pertinent to Student Graduation and Promotion (SPG) issues;
• Attend SPG meetings, keep minutes of meeting and its actions;
• Build, manage, and maintain databases to provide support for the college of medicine for internal tracking and for accreditation purposes, annual accreditation reports and continual accreditation requirements;
• Train and assist student affairs department with admissions and related tasks, as necessary;
• Contribute directly to the Mission of LECOM embodying the essence of Osteopathic Principles and Practices by assisting with Institutional fundraising and participating in the LECOM Scholarship Auction;
• Participate in scholarly activity so to enrich and broaden the student learning experience;
• Commit to being a representative of LECOM by being actively involved in the community, including, but not limited to, serving on Boards, participating in community fundraisers and overall outreach; and
• Other duties as needed / assigned by Associate Dean of Preclinical Education and/or his/her designee to maintain an efficient and effective Department.

EEO/AA/M/F/Vets/Disabled

Minimum Requirements

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.

• Advanced technical skills;
• Ability to independently devise technical solutions;
• Strong communications skills are essential, as well as, computer literacy for the MS Office Suite (Word, PowerPoint, Excel etc.), as well as, accurate data entry skills;
• Excellent organizational skills;
• Maintaining an established work schedule;
• Experience and expertise in using PC Computer applications, including MS Word, MS Excel, Adobe Acrobat, Outlook and PowerPoint, and Access;
• Experience and knowledge with statistical analyses and methods;
• Experience in using various office equipment, i.e. copier, fax, scanner, etc.;
• Proficiency concerning various medical terminology;
• Proficiency in use of the grading machine/software and Micro grade for grade management/dispersal to students;
• Ability to work in a fast paced environment that requires multitasking;
• Knowledge and experience with academic assessment and student outcomes utilization;
• 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 equivalent to: an Associates or Bachelors degree or comparable education from an accredited institution in secretarial/business practice with at least 3-5 years' of related experience required.

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.