Executive Assistant to the Associate Dean of Academic ...

Executive Assistant to the Associate Dean of Academic Affairs - College of Medicine Overview Date Posted: 12/31/2025 Location: Jacksonville City: Jacksonville State: FL Country: United States of America Category: Administrative and Support Employment Status: Full-time Description JOB SUMMARY: The Executive Assistant supports the day-to-day operations of the Associate Dean of Academic Affairs, and provides direct support to the President and Provost, when they are onsite in Jacksonville. CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES: + Promote and preserve the mission of LECOM; + Demonstrates knowledge and understanding of accreditation processes, governing body responsibilities; and overall operation of the institution; + Effectively communicates with affiliated organizations, consultants, vendors, etc., in all matters of mutual importance; + Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner; + Maintains FERPA/HIPAA confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure; + Maintains the Deanu2019s daily schedule and assists with that of the President and Provost, when they are onsite in Jacksonville; + Prepares Weekly Calendar Report for each Senior Administrator as required by the Provost; + Types draft as prepared by the Dean of Deanu2019s Monthly Management Staff Report for the President; + Types draft as prepared by the Dean of Deanu2019s Board of Trustees Reports; + Coordinates travel and reimbursement requests for all College of Medicine administration, faculty, and staff; + Reconciles monthly AMEX bill for Deanu2019s credit card with Accounting; + Coordinates event request process and room reservations for the Dean conference room; + Maintains professional appearance and pleasant demeanor at all times; + Assists with disposition of all incoming and outgoing correspondence; + Maintains a filing system for all correspondence and for all pertinent records, answers phones, takes messages and performs various daily correspondences on an as-needed basis; + Participates in interviews with candidates for employment in Administration; + Writes/Processes Deanu2019s Letters, reports, surveys, etc.; + Works directly with the Dean to properly manage committee memos, minutes, and agenda; + Orders supplies and completes work orders in a timely manner; + Participates and assists as directed in designated Institutional activities and events, including but not limited to, commencement, orientation, white coat, and hospital day; + Codes and submits all check requests and orders; + Assists Dean in reviewing Kronos entries; + Attends off-schedule meetings as needed; + 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 + Supervises and completes annual evaluations on COM Administrative Assistants + Other duties as needed /assigned by the office of the Dean, President, and/or Provost 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. + Must commit to being onsite when the President and/or Provost are in Jacksonville (i.e., vacation requests may be postponed to accommodate administration schedules); + Strong computer literacy with MS Office Suite (Word, PowerPoint, Excelu2026etc.) 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; + Sound decision-making capabilities and the ability to work independently and as directed by the Dean, President, and/or Provost; + Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, e-mail, Federal Express, UPS, 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 Institutionu2019s needs. MINIMUM QUALIFICATIONS:Education and experience equivalent to: Bacheloru2019s Degree, Masteru2019s Degree is preferred. A minimum of three (3) to five (5) yearsu2019 work experience in a business, industry or higher education environment is preferred. Successful candidate must possess efficient and effective verbal and written communication skills, multi-task and problem solve, prepare reports and be proficient in Microsoft Word, Excel and other various internet resources to properly support and promote the mission of LECOM.

Created: 2026-01-05