Administrative Assistant (SOP)

JOB SUMMARY: The Administrative Assistant is responsible for secretarial support for the LECOM School of Pharmacy Bradenton campus. Duties include, but are not limited to, managing schedules, efficiently utilizing facilities, scheduling appointments, creating documents, scoring examinations and managing other daily functions of the faculty suite. In addition, performs other duties as assigned by the Associate Dean.

Characteristic Job Tasks And Responsibilities

• Promotes and preserves the mission of LECOM;
• Communicates promptly and efficiently with students, faculty and staff when required to do so;
• Database management, including, but not limited to, ExamSoft management;
• Maintains a variety of pharmacy information as word documents, modifying and updating as and when required by the Associate Dean;
• Coordinates and monitors examinations for students being accommodated with extra time and/or reduced distraction settings;
• Prepares student examinations, ensuring that the process occurs in a timely and efficient manner;
• Assists as necessary with special events (i.e. registration, white coat ceremony, interviews, etc.);
• Covers receptionist duties on an as needed basis;
• Proctors exams on an as needed basis;
• Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner;
• Maintains FERPA and overall 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;
• 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;
• Participates 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;
• 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 Associate Dean 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, Excel…etc.) and accurate data entry skills; knowledge of Publisher a plus;
• 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;
• Assistant must have sound decision making capabilities and the ability to work independently and as directed by supervisor;
• 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 with a minimum of two (2) to three (3) years’ work experience in a business, industry or higher education environment is preferred.