Administrative Assistant for Preclinical Education

The Administrative Assistant for Preclinical Education facilitates the efficient daily operation of the department by providing administrative, organizational, and operational support to faculty, students, and departmental leadership. This role coordinates scheduling, communication, meetings, events, and office operations while contributing to a welcoming, collaborative, and service-oriented educational environment.

The ideal candidate is organized, creative, personable, proactive, and eager to contribute in a fast-paced academic setting. The successful candidate demonstrates professionalism, adaptability, strong follow-through, sound judgment, and the ability to appropriately communicate important information and keep leadership informed when needed.

Duties/Responsibilities:

• Promotes and preserves the mission of OCOM
• Maintains professional appearance and pleasant demeanor at all times
• Demonstrates professionalism and excellent customer service in interactions with students, faculty, staff, and visitors
• Provides administrative support for faculty, staff, and departmental leadership
• Assists with creation, formatting, organization, and maintenance of documents, spreadsheets, reports, presentations, and other departmental materials as needed
• Serves as operational and administrative support for new departmental programs, initiatives, and strategic projects as assigned
• Maintains and coordinates the calendar and scheduling needs of the Associate Dean for Preclinical Education, including meetings, appointments, interviews, and departmental events
• Answers and transfers phone calls and assists with front office support as needed
• Welcomes and directs students, visitors, faculty candidates, and guests in a professional and friendly manner
• Assists with scheduling meetings, interviews, tours, appointments, and departmental activities
• Coordinates calendars and assists with departmental communication and meeting logistics

• Records and distributes meeting minutes, agendas, follow-up documentation, and action items as needed
• Assists with maintaining departmental schedules, timelines, spreadsheets, and organizational tracking documents
• Performs weekly checks of department mailboxes and distributes correspondence appropriately
• Maintains filing systems, records, and office organization
• Assists with high-volume printing, collating, stapling, and preparation of meeting and presentation materials
• Assists with creation, formatting, organization, and maintenance of documents, spreadsheets, reports, presentations, and other departmental materials as needed
• Assists with preparation and formatting of departmental communications and educational materials
• Assists with student-facing activities including check-in processes, event support, and general departmental guidance
• Leads tours for prospective students, visitors, and new faculty members
• Assists with coordination of departmental events, workshops, retreats, interviews, and faculty/student activities
• Serves as operational and administrative support for departmental initiatives and projects as assigned
• Assists with maintaining organized workflows and operational efficiency within the department
• Helps identify administrative or operational concerns and communicates them appropriately to leadership
• Utilizes Canva to create visuals, flyers, presentations, advertisements, and internal communications aligned with OCOM branding standards
• Utilizes Google Workspace, Apple/Mac products, Canva, and related software platforms
• Maintains office supplies and coordinates office organization and equipment needs
• Responds to administrative inquiries and provides general departmental support
• Maintains confidentiality concerning student, faculty, and institutional information in accordance with Institutional Policies and Procedures
• Participates in designated Institutional activities and events
• Performs additional duties as assigned.

Requirements

Required Skills/Abilities:

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Strong organizational skills and attention to detail
• Ability to multitask and manage responsibilities in a fast-paced and evolving environment
• Ability to adapt to changing priorities and departmental needs
• Strong follow-through and problem-solving abilities
• Demonstrates sound professional judgment, including the ability to appropriately escalate concerns and communicate important updates to leadership
• Proficient in Google Workspace, Apple/Mac products, Canva, and related software
• Demonstrated ability to create professional visual materials and presentations
• Ability to work independently and collaboratively within a team environment
• Professional, welcoming, and service-oriented demeanor
• Ability to maintain confidentiality and professionalism in all interactions
• Comfortable learning and utilizing new technology systems and platforms

• Must be authorized to work in the United States
• Must be local to the Central Florida area.

Education and Experience:

• Associate’s degree required; Bachelor’s degree in related field preferred
• One to three years of experience in administrative support, higher education, healthcare, or related environments preferred
• Experience supporting meetings, scheduling, events, office operations, or educational activities preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Benefits

• Pay Rate: $22.42/per hour
• Health Care Plan (Medical, Dental & Vision)

• Retirement Plan (401k)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation & Public Holidays)
• Short Term & Long Term Disability
• Training & Professional development - continuing education opportunities to support your career growth.
• A supportive and collaborative work environment.