Job description

Reporting to the Associate Dean for Strategic Initiatives and Operations (ADSIO), this Administrative Assistant will independently oversee, collaborate, and provide hands-on coordination for the ADSIO, the Associate Dean for Clinics (ADC) and the Associate Dean for Research (ADR) and their respective programs and areas of administration to ensure that all program and organizational deadlines are met in a timely manner. The goal of Administrative Assistant's responsibilities is to ensure the effective and efficient functioning of the operations and timely delivery of action items for each of the Associate Deans' areas of responsibilities. This would be achieved through timely scheduling of events, documentation and follow up on decisions and reports, and effective use of technology where needed. Participate in short- and long-range planning and policy or program development; and communicate recommendations based on knowledge and analysis of School's priorities and mission. Serve as administrative liaison between the ADSIO and the Dean's office, the faculty, the staff, the students, University officials, and national and international organizations and individuals. Maintain computerized calendars, coordinate meetings and conferences, manage complex travel itinerary and accommodations and process travel reimbursements. Maintain databases and electronic and analog records, research and produce documents related to administrative and academic responsibilities of the ADSIO, ADC and ADR. Facilitate organization of meetings with faculty and staff or other activities, as directed by the ADSIO, ADC and ADR. Facilitate administrative processes that require ADSIO, ADC and ADR involvement. Attend meetings, keep minutes, review, analyze and summarize information for the associate deans. Compose professional correspondence, draft and edit various types of documents, as directed by the associate deans. Provide organizational analysis and undertake special assignments related to the operations of the School of Dentistry, including but not limited to strategic initiatives, financial and operational enhancements, scholarship / research initiatives or clinical operations and special projects. Serve as support staff for activities related to the ADSIO, ADC and ADR functions.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

19
Records

Qualifications

Required/Preferred

Ability to work some evenings and on occasional weekends when needed.

Required

Demonstrated skill in working independently, following through on assignments with minimal direction and setting priorities which accurately reflect the relative importance of job responsibilities.

Required

Demonstrated interpersonal skills to establish and maintain effective and professional working relationships with faculty, administrators and staff.

Required

Demonstrated organizational skills to analyze situations and to plan ahead in order to prevent problems and promote efficiency.

Required

Ability to organize information and materials to retrieve as needed/requested.

Required

Ability to organize work and set priorities to reflect relative importance of job responsibility.

Required

Ability and commitment to follow through with various action items.

Required

Demonstrated proficiency using a computer to perform word processing and database management projects with speed and accuracy using Microsoft Word, Excel, Outlook, PowerPoint, and Zoom. Ability to learn new software programs (e.g. Lucid Chart, Smartsheet, Electronic Calendar System, etc.) quickly and to instruct others.

Required

Ability to document decisions, action items / deliverables and timelines during committee and task force meetings and individual conversations with supervisor(s).

Required

Demonstrated word processing skills to prepare reports and write correspondence.

Required

Demonstrated data entry skills to enter accurate information; typing skills to accurately type forms and other documents.

Required

Ability to handle multiple demands maintaining professional demeanor.

Required

Ability and willingness to point out inconsistencies/conflicts in materials that are submitted and/or reviewed by various committees.

Required

Ability to absorb and recall material that is submitted and/or discussed.

Required

Skill in analyzing information, problems, situations and practices/procedures to define the problem or objective; identify relevant concerns or factors; identify patterns, tendencies and relationships; formulate logical and objective conclusions; and recognize alternatives and their implications.

Required

General knowledge of the University's policies and procedures such as accounting, academic personnel and travel.

Required

Demonstrated knowledge of what constitutes confidential information and skill in maintaining confidentiality with regard to patient, faculty, staff, School and University information.

Required

Ability to identify appropriate University/School policies and procedures and take action in compliance with same.

Required

Ability to draft and edit correspondence and website content about the SODs Administration, Strategic Initiatives & Operations, Clinics and Research.

Required

Additional Posting Information

Bargaining Unit:
CX-Clerical & Allied Services

Application Deadline:
02-17-2023

External Posting Date:

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