Administrative Assistant to Provost's Office

The Lake Erie College Of Osteopathic Medicine; Millcreek Township (PA); On-site; USD 50,000 - 55,000; Full time

Benefits offered by this job

Medical/dental/vision insurance

PTO (vacation, sick days, holidays)

Professional work environment

Job summary

The Lake Erie College of Osteopathic Medicine (LECOM) Erie campus seeks an Administrative Assistant to the Provost’s Office. This role supports the Provost, Senior VP and Dean of Academic Affairs, with strong MS Office, proofreading, social media tasks, and high-level coordination.

Responsibilities include scheduling, travel coordination, handling confidential correspondence, and assisting with Dean's Letters, reports, and institutional events.

Qualifications

• Polished, professional candidate with administrative assistant experience required.
• Executive assistant and/or C-level experience preferred.
• Strong computer skills; social media experience a plus.
• Must be organized, enthusiastic and proficient in writing and proofreading.
• Bachelor’s degree preferred; equivalent experience considered.

Responsibilities

• Serve as main receptionist and gatekeeper for the Provost’s Office.
• Assist with social media initiatives and posting.
• Manage Provost’s daily schedule and travel arrangements.
• Handle correspondence, letters, reports and surveys.
• Maintain filing system and answer phones; take messages.
• Assist with writing and processing Dean's Letters and reports.
• Coordinate with affiliates, vendors, and consultants.
• Support institutional events and fundraising activities.

Skills

Administrative experience

Executive support

MS Office

Writing & proofreading

Social media experience

Communication skills

Education

Bachelor’s degree preferred

Tools

MS Office Suite

Job description

Administrative Assistant to Provost's Office

We have an urgent need for an Administrative Assistant to the Provost’s Office, at LECOM Erie. LECOM is the nation’s largest medical college and this is an exceptionalopportunity for the right candidate!

Here’s what we are looking for:

• Must be a polished, professional candidate with administrative assistant experience required. Executive assistant and/or C-level experience preferred.
• Needs to have strong computer skills, social media experience is a plus.
• Must be organized, enthusiastic, and proficient in writing and proofreading.
• Experience taking direction from a high level official and working cooperatively as part of a team.
• Bachelor’s degree is preferred. Will consider other candidates with equivalent experience in place of degree.

Here’s what we offer:

• All weekday hours: Monday – Friday, 8 AM – 4:30 PM.
• Non-exempt position, paying $24.04/hour ($50,000/annual).
• Professional work environment that is clean, organized, fast-paced, and respectful.
• A team of collaborative, dedicated, and mission-driven professionals.
• This position includes a comprehensive benefit package of medical/dental/vision insurance and PTO (vacation, sick days, and paid holidays).

The Provost’s office is the hub of the entire LECOM institution. The office oversees all educational programs and campuses and works in tandem with the office of the President of LECOM Health. Joining this elite team could turn into a life-long career opportunity for the right person!

JOB SUMMARY

The Administrative Assistant performs the duties of the main receptionist and gatekeeper for the office of the Provost, Senior Vice President, and Dean of Academic Affairs, while also assisting with social media initiatives. The successful candidate will have strong computer skills while working to support the day-to-day operations of the Office, LECOM projects, and events.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES

• Promotes and preserves the mission of LECOM;
• Act as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner;
• Maintain professional appearance and pleasant demeanor at all times;
• Manage and oversee the reception area;
• Serve as primary back-up to the administrative assist for the Office of the President on an as-needed basis;
• Assist with disposition of Provost’s incoming and outgoing correspondence;
• Maintain a filing system for correspondence and for pertinent records, answer phones and takemessages;
• Assist with writing and processing Dean's Letters, correspondence, reports, surveys, and additional 5th Floor administrative assignments that are assigned;
• Effectively communicate with affiliated organizations, consultants, vendors, etc., in all matters of mutual importance;
• Assist with maintaining the Provost’s daily schedule;
• Coordinate travel for the Office of the Provost;
• Assist with maintaining FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional policy and procedure;
• Assist as assigned to prepare the Provost’s quarterly report for the Board of Trustees;
• Assist with ordering supplies in a timely manner;
• Code and submit check requests and orders as assigned;
• Participate as assigned in interviews with candidates for employment in Administration;
• Participate in designated Institutional activities;
• Assist in maintaining LECOM social media pages, posting pertinent information as needed;
• Help to coordinate with current students, faculty, and staff to ensure social media coverage of events, achievements, and news;
• Contacts and schedules students to assist with LECOM social media projects;
• Contribute to overall student success and participate in student events, including, but not limited to, White Coat Ceremony and Commencement;
• Contribute directly to the Mission of LECOM by assisting with Institutional fundraising and participating in the LECOM Scholarship Auction, other fundraisers, and outreach activities; and
• Accept other duties assigned/needed for the Institution’s needs.

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.

• Strong computer literacy with MS Office Suite (Word, PowerPoint, Excel, etc.), social media pages (Student Doctor Network, Facebook, Twitter, etc.), and accurate data entry skills;
• Excellent organizational and communication skills;
• Possess a typing speed of at least 65 wpm with a high degree of accuracy;
• Ability to create, take dictation, or transcribe documents;
• Assistant must have sound decision making capabilities and the ability to work independently and as directed by the Provost;
• Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, e-mail, Federal Express, or fax.
• Capable of assuming responsibility; initiating appropriate action; and maintaining confidentiality;
• Possess excellent grammar, writing and proofreading skills;
• Experience in using various office equipment, i.e. copier, fax, scanner, etc.;
• Enthusiastic, good sense of humor, and a professional positive attitude;
• Willingness to maintain an established work schedule;
• Adherence to all local, state, federal laws and LECOM policies and procedures;
• Ability to organize and prioritize work assignments and meet deadlines;
• Knowledge of pertinent laws, policies/procedures and/or guidelines affecting areas of responsibility;
• Ability to be self-reliant and follow instructions;
• Willingness to assume responsibility; initiate appropriate action; and maintain confidentiality;
• Knowledge of and ability to maintain confidentiality of patient (HIPAA) and student privacy (FERPA);
• Compliance with state and federal regulations and safety protocols (OSHA);
• Ability to be trained and certified on the Institutional Data System;
• Effective use of interpersonal and communications skills, including tact and diplomacy;
• Effective use of organizational and planning skills, including attention to detail and follow-through;
• Time management skills in assessing and prioritizing multiple tasks, projects, and demands;
• Willingness to maintain confidentiality of work-related information and materials;
• Establishing and maintaining effective working relationships;
• Willingness to be flexible and accept other duties needed/assigned;
• The ability to work cooperatively and collegially with others, consistent with a workplace of dignity and respect in compliance with EEO rules and regulations;
• The ability to report to work as scheduled, ready to devote full attention and energy to the important work of LECOM; and
• The ability to accept work directives from managers and supervisors in a respectful and cooperative manner.

MINIMUM QUALIFICATIONS

Education and experience equivalent to: a high school diploma, GED or equivalent is required. An associate or bachelor's degree is preferred. A minimum of one (1) to three (3) years’ work experience in a business, industry or higher education environment is preferred.

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.

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

U. S. Patents 7,080,057; 7,310,626; 7,558,767; 7,562,059; 7,472,097; 7,606,778; 8,086,558 and 8,046,251.