Administrative Assistant / Receptionist

Lake Erie College of Osteopathic Medicine•Jacksonville, FL

40d

About The Position

JOB SUMMARY: The Administrative Assistant/Receptionist is responsible for the duties of the front desk and provides additional administrative support to faculty and staff. CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES: Promotes and preserves the mission of LECOM; Answers incoming calls. Routes calls promptly and correctly to the proper staff member or to voicemail; correctly and politely takes messages when necessary. Greets visitors in a friendly, welcoming and professional manner, records them in visitor's log, and directs them to their proper destination. Assists as necessary with special events (i.e. registration, white coat ceremony, interviews, etc.) Coordinates ordering, receiving, stocking and distribution of office supplies. Manages outgoing mail and receives incoming mail/packages, sorts and distributes as appropriate. Coordinates pick-up and delivery of express mail services. Assists with other clerical duties such as filing/copying/scanning/faxing as needed. Provides primary administrative support to Course Directors of OPP and H&P. This support may include preparing schedules, word processing, proofreading, copying, etc. Processes check requests for guest speakers. Responsible for notifying appropriate faculty and staff of student call-offs and/or scheduled absences. Proctors exams as needed. Communicates promptly and efficiently with students, faculty and staff when required to do so. Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner. 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. 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; 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 Other duties as needed /assigned by the Vice President and/or his/her designee to maintain efficient and effective daily operations. EEO/AA/M/F/Vets/Disabled

Requirements

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
Assistant must have sound decision making capabilities and the ability to work independently and as directed by the Vice President
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
Be able to be flexible to accept other duties needed/assigned for the Institution's needs
Education and experience equivalent to: a high school diploma, GED or equivalent is required
A minimum of two (2) to three (3) years' work experience in a business, industry or higher education environment is preferred

Nice To Haves

An Associate or Bachelor's Degree is preferred

Responsibilities

Answers incoming calls and routes them appropriately.
Greets visitors and directs them to their destination.
Assists with special events.
Coordinates office supplies.
Manages mail services.
Provides administrative support to Course Directors.
Processes check requests.
Notifies faculty and staff of student absences.
Proctors exams.
Communicates with students, faculty, and staff.
Acts as a departmental representative.
Maintains confidentiality.
Participates in Institutional activities.
Contributes to the Mission of LECOM.
Participates in scholarly activity.
Represents LECOM in the community.
Other duties as needed /assigned by the Vice President and/or his/her designee to maintain efficient and effective daily operations.