Administrative Assistant

Philadelphia College Of Osteopathic Medicine - Philadelphia, PA

Full-time - Entry Level

Philadelphia, PA

Educational Services

About the position

We are currently seeking to fill our Administrative Assistant position at the Philadelphia campus with a highly qualified and passionate individual. The Administrative Assistant provides direct administrative support to the department's senior leaders and broad administrative support to other team members in support of department operations. This role is essential in ensuring the smooth functioning of the department by managing various administrative tasks and serving as the first point of contact for visitors and guests. The successful incumbent will perform a variety of clerical activities related to department operations, including managing incoming calls, processing incoming and outgoing mail, maintaining office supplies and inventory, and coordinating travel arrangements for department staff. The Administrative Assistant will also be responsible for evaluating and processing invoices and purchase orders, ensuring accurate expense tracking, and assisting with compiling information for strategic and financial planning. In addition to these responsibilities, the Administrative Assistant will manage event planning for the department, which includes site selection, facility reservations, agenda development, and equipment setup. The role requires a high level of confidentiality when dealing with sensitive matters and the ability to implement quality and process improvement initiatives to enhance administrative operations. This position is full-time and exempt, requiring a commitment to supporting the department's goals and objectives through effective administrative practices.

Responsibilities

• Perform general administrative duties to support departmental operations, including maintaining inventory of required supplies and equipment.
• Process incoming and outgoing mail, and coordinate approved travel arrangements for department staff in accordance with PCOM travel policy.
• Greet and assist visitors; answer department telephone lines and mail, including physical and electronic; address general inquiries regarding department services or operations.
• Evaluate and process invoices and purchase orders, ensuring that expenses are charged accurately to accounts and cost centers.
• Assist with collecting or compiling information to support key department functions and operations, including strategic and financial planning, budgeting, and reporting.
• Enter data and information into databases and systems accurately and timely.
• Manage or assist with managing all facets of event planning for the department, including site selection, facility reservations, agenda development, and equipment setup.
• Attend meetings, as required; maintain a high level of confidentiality when dealing with sensitive matters.
• Assist with implementing quality, service, and process improvement initiatives to enhance day-to-day administrative and operational efforts.
• Perform other duties as assigned or requested.

Requirements

• Minimum two years' experience in a similar administrative support role.
• High level of computer proficiency in word processing, spreadsheet, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms.
• High level of customer service.
• Strong planning and organizational skills.
• Strong communication skills, including written, verbal, and interpersonal.
• Strong collaboration skills.

Nice-to-haves

• Associate's or Bachelor's Degree in business administration, liberal arts, or similar discipline, preferred.

Benefits

• Total rewards package that supports employees' health, life, career, and retirement.