Administrative Assistant for PBL

Description

JOB SUMMARY: The Administrative Assistant supports the day-to-day operations of the PBL pathway including the PBL Director and PBL Faculty.

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;
• Maintains bank of PBL cases as word documents, modifying and updating as and when required by the director;
• Coordinates and monitors examinations for students being accommodated with extra time and/or reduced distraction settings;
• Transcribes case materials into appropriate software for electronic presentation in student PBL group sessions;
• Assists Examination Director with proofreading examination test bank questions.
• Prepares PBL student examinations, ensuring that the process occurs in a timely and efficient manner;
• Collects facilitator evaluations and distributes feedback forms as needed;
• 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;
• 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 PBL Director and/or his/her designee to maintain efficient and effective daily operations.

• 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 the Director of PBL/Associate Dean of Academic Affairs
• 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.