Administrative Assistant to the Associate Dean of Clinical Education

JOB SUMMARY: This Administrative Assistant performs the duties of an administrative assistant in support of the day-to-day operations of the Associate Dean of Clinical Education and will assist with administrative tasks related to managing clinical rotations for LECOM's 3rd and 4th year medical students.  Must have strong computer literacy and accurate data entry skills.  Must be organized, responsible, and possess excellent grammar, writing, and proofreading skills.  Attention to detail, ability to prioritize, and maintain confidentiality are essential.  

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

• Promote and preserve the mission of LECOM;
• Prepares schedules and other documentation as designated by the director, liaising with other faculty and administrators as directed;
• Provides administrative assistance to Associate Dean in Clinical Education including meeting planning, schedule coordination, travel support, assistance with event planning for Clinical Education;
• Assist Associate Dean in Clinical Education in meeting goals and objectives of the mission of Clinical Education;
• Assist with marketing Clinical Education and corresponding to clinical training sites;
• Demonstrate knowledge and understanding of the academic process of LECOM;
• Effectively communicate and interact with students and faculty in all matters related to delivery of the College of Osteopathic Medicine curriculum; 
• Act as the first point of contact and Office of Clinical Education representative with faculty, staff, students, and visitors in a professional, friendly manner in the faculty suite;
• Maintain FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure;
• Assist the Clinical Dean with all aspects of academic and clinical scheduling including, daily maintenance and distribution of the Office of Clinical Education calendar, coordination of shared building resources, and room booking;
• Assist with clinical site materials distribution and collection for all clinical rotations;
• Assist with subject exam and other clinical examination set-up and troubleshooting;
• Be willing to learn the examination process and assist with electronic examinations as needed;
• Maintain order in the faculty storage room including preserving security of FERPA-protected data, filing records, and assuring proper operation and coordination of maintenance of copy machines;
• Entering data on the LECOM Canvas and Portal systems;
• Assist with the student and course evaluation process using E*Value;
• Collecting part-time faculty timesheets and entering time on KRONOS;
• Serve as the recording secretary for meetings including but not limited to; Regional Dean, Clinical Site, Office of Clinical Education, Administrative, etc.;
• Maintain professional appearance and pleasant demeanor at all times;
• Assist with disposition of all incoming and outgoing correspondence;
• Maintain a filing system for all correspondence and for all pertinent records, answer phones, take messages, and perform various daily correspondences on an as-needed basis;
• Be a gatekeeper for maintaining professional conversations in common areas shared by students, faculty, and staff;
• Support career counseling meetings with Regional and Clinical Deans;  
• Assist the Office of Clinical Education for Quarterly Orders, distributing notifications, collecting and submitting Purchase Orders, distributing supplies and completing work orders in a timely manner;
• Participate in designated Institutional activities; 
• 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, including managing the Scholar12 Group-Mentor Osteopathic Research Poster Project for the LECOM OMS3 group and the Senior Capstone for the LECOM OMS4 group;
• 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 the supervisors and/or designee to maintain efficient and effective daily operations.

EOE/AA/M/F/Vets/Disabled

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.) and accurate data entry skills; 
• Maintaining an established work schedule;
• Ability to be self-reliant and follow instructions;
• Possess a typing speed of at least 65 wpm with a high degree of accuracy;
• Ability to create, take dictation, or transcribe documents;
• Sound decision-making capabilities and the ability to work independently and as directed by the Clinical Dean;
• Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, email, Federal Express, UPS, 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.;
• Ability to work in a fast-paced environment that requires multitasking;
• Effective use of interpersonal and communication skills including tact and diplomacy;
• Strong organizational and planning skills, including, but not limited to, attention to detail and follow-through;
• Assess and prioritize multiple tasks, projects, and demands;
• Maintain confidentiality of work-related information and materials;
• Establish and maintain 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 with respect to EEO rules and regulations;
• The ability to devote full attention and energy to the important work of LECOM in a timely fashion; and
• Be flexible to accept other duties needed/assigned for the Institution’s needs.

MINIMUM QUALIFICATIONS: a Bachelor’s Degree is preferred.  A minimum of three (3) to five (5) 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.