Administrative Assistant
: Job Details :

Description

JOB SUMMARY: The Administrative Assistant is responsible for support of the LECOM School of Dental Medicine dental faculty. Duties include, but are not limited to, managing schedules and appointments, creating documents, scoring examinations and managing other daily functions of the faculty and students.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

* Promotes and preserves the mission of LECOM;

* Demonstrates knowledge and understanding of 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 Faculty's daily schedule;

* Maintains monthly calendars;

* Creates class schedules in Microsoft Outlook each semester and books classrooms;

* Books conference rooms and lecture halls by request;

* Proofreads and prints exams for Course Directors;

* Prepare and remit end of semester grade sheets to registrar;

* Create and remit Student Course Evaluations at the end of each course module;

* Manage UPS Shipping for the SDM and Maintain UPS shipping log;

* Keeps SDM departmental phone list, and faculty and staff rosters current;

* Effectively navigates the LECOM Portal;

* Electronically enters students into courses each semester;

* Maintains FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure;

* Maintains professional appearance and pleasant demeanor at all times;

* Assists with disposition of Faculty'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;

* Works directly with the Faculty to properly manage committee memos, minutes and agenda;

* Orders supplies in a timely manner;

* Keeps record of student absences;

* Participates in designated Institutional activities;

* Other duties as needed / assigned by the Faculty and/or his/her designee to maintain efficient and effective daily operations.

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.

* Strong computer literacy with MS Office Suite (Word, PowerPoint, Outlook, Exceletc.) 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 50 wpm with a high degree of accuracy;

* Ability to create and transcribe documents;

* Assistant must have sound decision making capabilities and the ability to work independently and as directed by his/her direct supervisor;

* Expertise in formatting composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, e-mail, 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;

* 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 or GED equivalent is required. A minimum of one (1) to two (2) years' work experience in a business, industry or higher education environment is required. An Associate or Bachelor's Degree is preferred.