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Administrative Assistant to the Dean and Chief Academic Officer 
PCOM South Georgia

The Administrative Assistant to the Dean and Chief Academic Officer provides highly advanced professional administrative support to the Dean and Chief Academic Officer, Osteopathic Medical Program - PCOM South Georgia. This work involves coordinating or overseeing high level administrative operations of the Office of the Dean and Chief Academic Officer. The individual works under minimal supervision with extensive latitude for the use of initiative and independent judgment.

This position is based at PCOM South Georgia (Moultrie, Georgia).

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Essential Duties and Responsibilities

Duties and responsibilities include (but are not limited to) the following:

  • Facilitates the interaction of the Dean with campus, systems, community contacts/members and Philadelphia college leaders.
  • Performs complex and confidential administrative functions including word processing/typing correspondence for the Dean to include distribution of internal email (on behalf of Dean), memos and forms. Responds to external correspondence as required.
  • Assists the Dean by monitoring budget, and coordinates expense files as required in preparation for department audit. Tracks and pays faculty yearly dues.
  • Manages calendar for the Dean, the Continuing Medical Education department and the Medical School Performance Evaluation (MSPE) calendar.
  • Identifies and resolves problems in a timely manner, develops alternative solutions; works well in group problem solving situations: maintains confidentiality in sensitive situations and possesses ethical decision making skills and uses sound judgment.
  • Processes bi-weekly payroll report for PCOM South Georgia.
  • Tracks and maintains records for institutional support according to PCOM South Georgia affiliation agreements with certain institution(s) and ensures processing of payment.
  • Supports the chief campus officer when necessary.
  • Supervises the maintenance of the Dean's office area equipment including copier, fax machine and water coolers.
  • Conducts research, creates data analysis and other reports in an effort to assist with campus wide initiatives
  • Coordinates assigned events such as, three yearly Office of Undergraduate Clinical Education Preceptor Appreciation dinners and a yearly visit from the American Osteopathic Association President. This includes researching venues/caterers, negotiating fees and controlling the event budget.
  • Assists the office of the Registrar with the communication of student remediation, academic warning and dismissal letters per academic term.
  • Under the direction of the Chief Student Affairs Officer, assists the Office of Student Affairs with processing the Medical Student Performance Evaluation (MSPE); liaise with PCOM South Georgia OUCE department regarding recording of student grades and evaluations as pertains to the MSPE process.
  • Coordinates Continuing Medical Education (CME) Process for PCOM South Georgia by providing administrative and operational support to assure accreditation of the CME program. Supports physician education activities, annual reports, and on-site surveys as required. Supports CME activities compliance to the American Osteopathic Association.
  • Liaise with Office of Undergraduate Education/BasicScience to receive CME reporting information; collects and directs filing of daily CME office faxes as pertains to CME reporting; daily response to inquiries via phone or email as it may pertain to CME.
  • Collects and compiles data and QA information for the preparation of educational activities, survey site visits/or electronic audits and annual reports.
  • Works with Marketing department to develop PCOM South Georgia CME page, as well as updating and creating/designing the marketing brochures for program mailings.
  • Communicates with attendees and works to resolve grievances pertaining to the CME program according to the PCOM grievance guidelines.
  • Other duties as assigned

Position Requirements

*Applicants must be authorized to work in the U.S. and pass a criminal background check.
*Must be willing to travel.
Education
  • High school diploma is required.
  • Associate’s degree is preferred.
Experience
  • Minimum of five years experience as an administrative assistant in a fast-paced office is required. Preference given to experience in College, University and Physician office environment.
  • Experience supporting a senior level academic leader is strongly preferred.
Knowledge, Skills, and Abilities Required
  • Proficiency in the full Microsoft Office Suite is required.
  • Working knowledge of Banner enterprise system is strongly preferred.

Application Instructions

All inquiries MUST include:

  • Cover Letter
  • Resume

PCOM is an equal opportunity employer and all qualified applicants will receive consideration. We adhere to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

About Philadelphia College of Osteopathic Medicine

For more than a century, Philadelphia College of Osteopathic Medicine has provided high quality, hands-on training in osteopathic medicine. As the field of medicine has changed, we've changed with it-adapting our program offerings to better meet the needs of healthcare providers and the communities they serve.

At the main campus in Philadelphia, Pennsylvania (PCOM), the branch campus in Suwanee, Georgia (PCOM Georgia), and our newest location in Moultrie, Georgia (PCOM South Georgia), PCOM students learn to approach problem solving in a more professional, more team-oriented manner, which prepares them to work successfully in integrated healthcare settings with other health professionals. All campuses feature modern facilities and state­-of­-the-­art technologies, all part of an innovative learning environment designed for collaboration and interaction.

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