Administrative Assistant

Administrative Assistant

The Administrative Assistant serves as the primary administrative support professional for the Division of Periodontology within the College of Dentistry. This position acts as a key liaison between the Division Chair, faculty, staff, advanced education residents, and dental students. The role is responsible for coordinating academic, clinical, and administrative activities within the division while maintaining the highest degree of professionalism, discretion, and confidentiality. Reporting directly to the Division Chair, the Administrative Assistant ensures the efficient operation of divisional functions through comprehensive administrative support, scheduling coordination, financial processing, compliance management, and engagement.

Essential Duties and Responsibilities

Administrative and Executive Support:

• Provide comprehensive administrative support to the Division Chair and division faculty.
• Manage and maintain the Division Chair's calendar, including scheduling meetings, appointments, conferences, and business travel arrangements.
• Coordinate meeting logistics, reserve meeting spaces, prepare agendas and supporting materials, and assist with meeting follow-up activities.
• Serve as the primary liaison between the Division Chair and faculty, staff, residents, students, and external partners.
• Serve as a Workday timekeeping approval backup for the Advanced Education Program Director and/or Graduate Clinic Staff Manager.
• Draft and prepare correspondence, reports, presentations, agendas, and other professional communications utilizing Microsoft Office products.
• Screen and respond to incoming calls, visitors, mail, and email inquiries, exercising sound judgment and professionalism.
• Maintain both electronic and paper filing systems to ensure accurate record retention and accessibility.

Academic and Clinical Scheduling:

• Prepare, coordinate, maintain, and distribute teaching and clinical schedules for faculty, residents, and students.
• Monitor and update divisional teaching schedules each semester to support academic and clinical operations.
• Collaborate with faculty and Chair to ensure schedule accuracy and timely communication of changes.

Compliance and Records Management:

• Maintain and organize divisional records, documents, and files required for accreditation, compliance, regulatory, and institutional requirements.
• Collect, track, and compile data for reports, audits, and operational assessments.
• Prepare reports and documentation as requested by the Division Chair and College leadership.
• Ensure records are maintained in accordance with university policies and applicable regulations.

Financial and Business Operations Support:

• Process purchase orders and support procurement activities for divisional operations and events.
• Assist with accounts payable submissions, expense reimbursements, and other financial transactions in accordance with university policies.
• Support faculty and residents with business travel arrangements, travel documentation, and expense reporting.
• Monitor and coordinate administrative processes to ensure timely completion of financial and operational activities.

Faculty Recruitment and Visitor Coordination:

• Coordinate logistics for faculty candidate interviews, guest speakers, visiting scholars, and other visitors.
• Partner with the Dean's Office and other university departments to arrange travel, accommodations, itineraries, meetings, and related activities for candidates and guests.
• Serve as a welcoming point of contact for visitors and guests to the division.

Required Education and Competencies:

• 2 years of relevant experience required. High School diploma or GED.
• Strong organizational, planning, and time-management skills with the ability to manage multiple priorities.
• Exceptional interpersonal and communication skills, with the ability to interact effectively with individuals at all levels of the organization.
• Demonstrated ability to handle confidential and sensitive information with discretion, tact, and diplomacy.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and other administrative systems.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while contributing positively to a collaborative team environment.
• Customer service orientation with a professional and courteous approach to internal and external stakeholders.

Experience and Competencies Preferred:

• Associate degree in relevant field. 4-6 years of relevant experience.

Pay Range: $21.35 - $27.88 (based on experience and education)

Location:

Postle Hall (0024)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift