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Administrative Assistant / Receptionist

Overview

Date Posted:

11/14/2025

Location:

Jacksonville

City:

Jacksonville

State:

FL

Country:

United States of America

Category:

Administrative and Support

Employment Status:

Full-time

Description

JOB SUMMARY: The Administrative Assistant/Receptionist is responsible for the duties of the front desk and provides additional administrative support to faculty and staff.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

+ Promotes and preserves the mission of LECOM;

+ Answers incoming calls. Routes calls promptly and correctly to the proper staff member or to voicemail; correctly and politely takes messages when necessary.

+ Greets visitors in a friendly, welcoming and professional manner, records them in visitor’s log, and directs them to their proper destination.

+ Assists as necessary with special events (i.e. registration, white coat ceremony, interviews, etc.)

+ Coordinates ordering, receiving, stocking and distribution of office supplies.

+ Manages outgoing mail and receives incoming mail/packages, sorts and distributes as appropriate. Coordinates pick-up and delivery of express mail services.

+ Assists with other clerical duties such as filing/copying/scanning/faxing as needed.

+ Provides primary administrative support to Course Directors of OPP and H&P. This support may include preparing schedules, word processing, proofreading, copying, etc.

+ Processes check requests for guest speakers.

+ Responsible for notifying appropriate faculty and staff of student call-offs and/or scheduled absences.

+ Proctors exams as needed.

+ Communicates promptly and efficiently with students, faculty and staff when required to do so.

+ Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner.

+ Maintains FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure.

+ Maintains professional appearance and pleasant demeanor at all times.

+ Participates in designated Institutional activities.

+ 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

+ Other duties as needed /assigned by the Vice President and/or his/her designee to maintain efficient and effective daily operations.

EEO/AA/M/F/Vets/Disabled

Minimum Requirements

KNOWLEDGE, SKILLS, AND ABILITIES: 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.

+ Strong computer literacy with MS Office Suite (Word, PowerPoint, Excel…etc.) 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;

+ Assistant must have sound decision making capabilities and the ability to work independently and as directed by the Vice President;

+ Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, e-mail, Federal Express, 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 Institution’s needs.

MINIMUM QUALIFICATIONS: Education and experience equivalent to: a high school diploma, GED or equivalent is required. An Associate or Bachelor’s Degree is preferred. A minimum of two (2) to three (3) years’ work experience in a business, industry or higher education environment is preferred.