Administrative Assistant

Administrative Assistant


At PCOM, we espouse to grow a culturally competent workforce to advance healthcare that touches the lives of underserved communities. Diversity and inclusion is the core component of our institutional identity and a key pillar of PCOM’s strategic vision. Philadelphia College of Osteopathic Medicine affirms that diversity and inclusion are crucial to the intellectual vitality of the campus community. It is through freedom of exchange over different ideas and viewpoints in supportive environments that our graduates develop the critical thinking and citizenship skills that will benefit them throughout their lives.

Since 1899, PCOM has trained highly competent, caring physicians, health practitioners, and behavioral scientists who practice a “whole person” approach to care - treating people, not just symptoms. 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. At Philadelphia College of Osteopathic Medicine you will be part of a caring, professional, and committed community focused on making the PCOM experience the best possible for our students.

We are currently seeking to fill our Administrative Assistant position at the Philadelphia campus with a highly qualified and passionate individual.

SUMMARY

We are seeking an experienced Administrative Assistant to work alongside a busy university executive. The Administrative Assistant will support the Chief Admissions Officer and be responsible for a broad range of generalist administrative and coordinator duties, along with building expertise in the area of basic college admissions skills. This position will require initiative, judgment, independent decision making and guest service skills. This person will be expected to perform a variety of tasks, help keep long-term projects on track, and handle more requirements that are urgent. An ideal candidate is responsive, thoughtful, self-directed, positive, and seeking a challenging role.
The professional in this position must project warmth and enthusiasm toward internal and external visitors. This person will also be a proactive member of the team by volunteering and participating in events and committees while providing input and suggestions. Works collaboratively with colleagues and members of the broader Philadelphia College of Osteopathic Medicine community. Able to anticipate, initiate and oversee complex, and often confidential, projects to completion. Exceptional leadership, communication, organizational and problem solving skills; high standards of perfection and attention to detail.
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ESSENTIAL DUTIES AND RESPONSIBILITIES:
Responsibilities include but are not limited to:
Providing exceptional support to the Chief Admissions Officer; extensive interaction with Admissions Leadership Team, the President’s Leadership and Executive Teams, internal and external constituents.
Must have the ability to incorporate creative approaches to various projects by taking initiative and working independently
Primary point of contact for the Chief Admissions Officer.
Managing and protecting the Chief’s calendar, including making appointments and prioritizing the most sensitive matters
Answering phone calls in a polite and professional manner. Answer, screen & route telephone calls and use appropriate telephone etiquette

Logging prospective student interactions within Admissions software (Slate CRM)

Participating in strategic recruitment initiatives such as phone-a-thons and conversion activities as needed.
Responding to various types of electronic applicant inquiries (chatbot, email, etc.) and escalates as necessary to appropriate parties within PCOM; serves as a “first responder” in navigating student inquiries and issues.
Participating in virtual and on campus recruitment activities (i.e. Open Houses) and conversion events (i.e. DO Welcome Brunch, Second Look events, etc.), and Pathway programs as needed, which may include evenings and weekends.
Assisting with file audits and system maintenance, updates and testing.
Assists in responses to internal/external guests including letters, emails, and phone calls
Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
Maintaining comprehensive and accurate records. Prepare reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution, etc.
Arrange and manage appointments, travel arrangements, correspondence, recorded meeting minutes, monitored the budget, prepared expense reports
Performing minor accounting duties
Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary

Other duties as assigned

The PCOM Admissions team seeks members who exemplify the following durable skillsets: creativity, persuasion, collaboration, adaptability, and emotional intelligence.

Qualifications
A bachelor's degree
Administrative Assistant: 3 years (Required)
Two years of clerical/administrative experience
Advanced computer skills including Microsoft Office – Word, Excel and Outlook required; PowerPoint and Visio strongly preferred; experience with CRM platforms such as Slate a plus
Must operate well in a team environment as well as perform job duties with little supervision
Ability to maintain a flexible working attitude, while performing job duties in stressful situations or handling complex communication
Adhere to regulatory, departmental and company policies in an ethical manner
Must be able to professionally handle sensitive information and maintain complete confidentiality
Assists with receptionist duties and special projects as needed
Excellent organizational and multitasking skills
Excellent understanding of English, both written and verbal required.
Must be a creative, high energy, hands on professional who can successfully multitask in a fast-paced environment.

This is a fulltime position located on the PCOM Philadelphia Campus.

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.