Executive Assistant for the School of Pharmacy

JOB SUMMARY: The Executive Assistant provides professional support to the Dean in all areas of LECOM. Ensures smooth operation of the office and advises on organizational and institutional matters. Interfaces with directors and other executive staff to address concerns of the Institution and assists with administrative and staff service functions of the division. Work is performed under the general supervision of the Dean with evaluation based on overall effectiveness and accomplishment of assigned goals. Interacts with the Dean and Board of Trustees to administer Dean office functions, prepares reports, and represents the Dean with groups and committees both internal and external to the Institution. 

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

• Promote and preserve the mission of LECOM;
• Demonstrates knowledge and understanding of accreditation processes, governing body responsibilities and overall operation of the institution;
• Effectively communicates with affiliated organizations, consultants, vendors, etc. in all matters of mutual importance; 
• Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner;
• Assists with maintaining Dean’s daily schedule;
• Maintains FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure;
• Manages daily activities of the office of the Dean, including administrative, financial, electronic, clerical and other daily operations;
• Monitors implementation and progress towards meeting goals, may supervise staff and coordinates with various support offices of the Dean;
• Facilitates compilation of Dean’s quarterly report to the Board of Trustees including correspondence in response to queries;
• Participates in Deans’ Council;
• Manage the implementation and monitoring of the enrollment and recruitment Strategic Plan for the SOP;
• Manage activities of support staff as a resource to directors reporting to the Dean on a wide range of administrative matters;
• Assists with overall control and ensures compliance with Institutional policy;
• Maintains professional appearance and pleasant demeanor at all times;
• Assists with disposition of Dean’s incoming and outgoing correspondence;
• Maintains a filing system for all correspondence and for all pertinent records, answer phones, takes messages and performs various daily correspondences on an as needed basis;
• Writes/processes letters, reports, surveys, etc.; 
• Works directly  with the Dean to properly manage committee memos, minutes and agenda;
• Participates in designated Institutional activities; 
• Codes and submits all check requests and orders;
• 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;
• 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 Dean and/or her designee to maintain efficient and effective daily operations.

EEO/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; 
• Excellent organizational 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;
• Sound decision making capabilities with the ability to work independently and as directed by the Dean;
• 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.;
• Ability to work in a fast paced environment that requires multitasking;
• 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 high school diploma, GED or equivalent is required.  An Associate or 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.