Administrative Assistant for the Lecture Discussion Pathway & Preclinical Education

The Lake Erie College of Osteopathic Medicine•Erie, PA

About The Position

The Administrative Assistant for the Lecture Discussion Pathway and Preclinical Education provides administrative, clerical, and student support to ensure continuity of the Lecture Discussion Pathway office. The role tracks and reports student progress and grades for the Student Promotion and Graduation Committee, and stores, tracks, analyzes, and reports diagnostic and summative exam scores to support educational improvement and accreditation outcomes reporting. The position supports faculty, staff, students, and visitors; maintains schedules, records, databases, and exam processes; and protects the confidentiality and security of student grades in accordance with applicable law and institutional policy. The assistant also participates in institutional and community activities and performs other duties as assigned to maintain an efficient and effective department.

Requirements

Education and experience equivalent to a master's, bachelor's, or associate degree, or comparable education, from an accredited institution in secretarial or business practice.
At least 3–5 years of related experience.
Advanced technical skills and the ability to devise technical solutions independently.
Strong verbal and written communication skills.
Computer literacy and accurate data-entry skills.
Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Access, Adobe Acrobat, and internet resources.
Experience with statistical analyses and methods, and the ability to prepare statistical analyses and reports.
Experience using office equipment such as copiers, fax machines, and scanners.
Proficiency with medical terminology and grading machine/software and Micro Grade for grade management and distribution.
Knowledge and experience with academic assessment and student-outcome utilization.
Excellent organizational, planning, prioritization, multitasking, problem-solving, attention-to-detail, and follow-through skills.
Ability to work in a fast-paced environment and maintain an established work schedule.
Ability to maintain confidentiality of work-related information and materials.
Ability to use interpersonal and communication skills with tact and diplomacy and to establish effective working relationships.
Ability to respond cooperatively and respectfully to work requests from other managers and supervisors, including independently addressing those requests.
Ability to work collegially in a workplace consistent with dignity, respect, and EEO rules and regulations.
Flexibility to accept other duties as needed for institutional needs.
Must be able to perform essential job functions with or without reasonable accommodations.

Nice To Haves

Educational or teaching experience.

Responsibilities

Promote and preserve the mission of LECOM.
Represent the department professionally and courteously with faculty, staff, students, and visitors.
Maintain FERPA confidentiality and secure student grades in accordance with applicable law and institutional policy.
Process and distribute mail and interoffice communications; maintain correspondence and pathway records; answer phones, take messages, and prepare correspondence as needed.
Maintain the LDP schedules for first- and second-year students, update schedules, and notify other pathway administrative assistants of changes affecting combined pathways.
Maintain the reservation log for medical school lecture halls, rooms, labs, and conference rooms.
Process time cards for payroll and maintain the petty cash fund; order supplies and process work orders.
Code and submit check requests and orders, and coordinate travel requests with the Administrative Assistant to the Preclinical Dean.
Set up new faculty offices as needed.
Welcome students and visitors and help them contact appropriate college personnel.
Work with the Chair of the Student Promotion and Graduation Committee to manage committee memoranda, minutes, and agendas.
Assemble, administer, and proctor exams and quizzes for first-year LDP and combined-pathway students, excluding the OPP course.
Prepare proctor schedules for first- and second-year LDP and combined-pathway exams.
Maintain and provide exam statistics for first-year medical students.
Maintain first- and second-year student grades in LDP and combined-pathway courses and ensure grades are submitted or uploaded to the registrar.
Take attendance regularly or as needed.
Track grades related to Student Promotion and Graduation matters; attend committee meetings, record minutes, and document actions.
Build, manage, and maintain databases for internal tracking, accreditation purposes, annual accreditation reports, and ongoing accreditation requirements.
Contribute to institutional fundraising and participate in the LECOM Scholarship Auction.
Participate in scholarly activity to enrich the student learning experience.
Represent LECOM through community involvement, including service on boards, community fundraisers, and outreach.
Perform other duties as assigned by the Director of LDP, Associate Dean of Preclinical Education, or designee.