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Job Information

Lake Erie College of Osteopathic Medicine Administrative Assistant for Preclinical Education in Erie, Pennsylvania

Administrative Assistant for Preclinical Education

Overview

Date Posted:

11/20/2023

Location:

Erie

Address:

1858 West Grandview Boulevard

City:

Erie

State:

PA

Country:

United States of America

Category:

Administrative and Support

Employment Status:

Full-time

Description

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.

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