Executive Assistant to the Associate Dean of Academic Affairs - College of Medicine

JOB SUMMARY: The Executive Assistant supports the day-to-day operations of the Associate Dean of Academic Affairs, and provides direct support to the President and Provost, when they are onsite in Jacksonville.

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;
• Maintains FERPA/HIPAA confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure;
• Maintains the Dean’s daily schedule and assists with that of the President and Provost, when they are onsite in Jacksonville;
• Prepares Weekly Calendar Report for each Senior Administrator as required by the Provost;
• Types draft as prepared by the Dean of Dean’s Monthly Management Staff Report for the President;
• Types draft as prepared by the Dean of Dean’s Board of Trustees Reports;
• Coordinates travel and reimbursement requests for all College of Medicine administration, faculty, and staff;
• Reconciles monthly AMEX bill for Dean’s credit card with Accounting;
• Coordinates event request process and room reservations for the Dean conference room;
• Maintains professional appearance and pleasant demeanor at all times;
• Assists with disposition of all incoming and outgoing correspondence;
• Maintains a filing system for all correspondence and for all pertinent records, answers phones, takes messages and performs various daily correspondences on an as-needed basis;
• Participates in interviews with candidates for employment in Administration;
• Writes/Processes Dean’s Letters, reports, surveys, etc.;
• Works directly with the Dean to properly manage committee memos, minutes, and agenda;
• Orders supplies and completes work orders in a timely manner;
• Participates and assists as directed in designated Institutional activities and events, including but not limited to, commencement, orientation, white coat, and hospital day;
• Codes and submits all check requests and orders;
• Assists Dean in reviewing Kronos entries;
• Attends off-schedule meetings as needed;
• 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
• Supervises and completes annual evaluations on COM Administrative Assistants
• Other duties as needed /assigned by the office of the Dean, President, and/or Provost 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.

• Must commit to being onsite when the President and/or Provost are in Jacksonville (, vacation requests may be postponed to accommodate administration schedules);
• 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;
• Ability to create, take dictation, or transcribe documents;
• Sound decision-making capabilities and the ability to work independently and as directed by the Dean, President, and/or Provost;
• Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, e-mail, 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, 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: Bachelor’s Degree, Master’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.