Administrative Assistant for the Lecture Discussion Pathway & Preclinical Education

Lake-Erie-College-of-Osteopathic-Medicine; Millcreek Township (PA); On-site; USD 38,000 - 52,000; Full time

Job summary

Lake Erie College of Osteopathic Medicine seeks an Administrative Assistant for Preclinical Education to support the Lecture Discussion Pathway. You will manage schedules, student records, exams, and reporting for SPG and accreditation, working with the Preclinical Education team.

The role requires strong MS Office skills, data confidentiality (FERPA), and the ability to multitask in a dynamic medical education setting. On-site position with collaboration across departments.

Qualifications

• Master's, Bachelor’s or Associate degree with 3–5 years related experience required.
• Strong verbal and written communication; ability to multi-task.
• Proficient in MS Word, Excel, and other office resources.
• Experience with FERPA confidentiality and student data security.

Responsibilities

• Maintain LDP schedule for MS1 and MS2.
• Proctor exams and schedule exams for LDP and pathway courses.
• Maintain and report exam statistics for first-year students.
• Track and report student grades for SPG and registrar submission.
• Attend SPG meetings and take minutes; liaise with pathway admins.
• Build and maintain databases for accreditation and reporting.
• Assist with fundraising and scholarship activities as needed.

Skills

MS Office

Data entry

Organizational skills

Confidentiality

Multitasking

Statistical analysis

Grading software

Communication skills

Interpersonal skills

Education

Masters degree

Bachelor's degree

Associates degree

Tools

MS Word

Excel

Adobe Acrobat

Outlook

PowerPoint

Access

Job description

Administrative Assistant for the Lecture Discussion Pathway & Preclinical Education

JOB SUMMARY: The AdministrativeAssistant for Preclinical Education is responsible for providing administrative, clerical, and student support and ensures the continuity of the Lecture Discussion Pathway office. The job also includes tracking and reporting student progress and grades for the Student Promotion and Graduation Committee as well as storage, tracking, statistical analysis and reporting on diagnostic and summative exam scores for preclinical education in order to track assessment data to support educational improvement endeavors and outcomes reporting for accreditation.

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;
• Maintains the LDP 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 LDP and first year combined pathway student exams (OPP course excepted);
• Prepare proctor schedule for all LDP and 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 LDP and combined pathway courses and insure all grades are uploaded/submitted to the registrar;
• Produce and update LDP 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;
• 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 Director of LDP, Associate Dean of Preclinical Education and/or his/her designee to maintain an efficient and effective Department.

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: a Masters, Bachelors, Associates degree or comparable education from an accredited institution in secretarial/business practice with at least 3-5 years’ of related experience required. Educational experience or teaching experience welcome.

Successful candidate must possess efficient and effective verbal and written communication skills, multi-task and problem solve, prepare statistical analyses and reports and be proficient in Microsoft Word, Excel and other various internet resources to properly support and promote the mission of LECOM.

The Lake Erie College of Osteopathic Medicine offers challenging, enjoyable, and rewarding positions as faculty and staff at our campuses in Erie and Greensburg, Pennsylvania; Elmira, New York; and Bradenton, Florida.
Each employee contributes directly to LECOM’s growth and success and takes pride in being a member of the LECOM family. Employees embrace the osteopathic principles of compassionate and caring primary health care and serve as professional role models for LECOM students.
We are very excited to welcome you to our vibrant and engaging work culture, where you can grow, develop, and share your talents. We look forward to your personal contribution to LECOM’s mission of excellence in education, research, clinical care, and community service. You will find that we provide a highly productive and energetic workplace, with unlimited opportunities for personal satisfaction and career advancement. We are confident that you will agree that LECOM is a great place to work!

• LECOM offers competitive wages and benefits.

EEO/AA/M/F/Vets/Disabled

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