This position is responsible for administrative functions in the School of Dentistry Office of Student Affairs, student affairs event support, and administrative support of key school initiatives, such as accreditation, in support of the School of Dentistry Office of Academic Affairs. The position reports to the Director of Student Affairs.
Job Duties and Responsibilities:
50% Office Administration & Support
Serve as the primary front desk staff member in the Office of Student Affairs, providing outstanding customer service to students, faculty and staff. Comfortable working in a high traffic area and able to maintain a positive attitude in stressful situations.
Use discretion to independently solve problems and answer questions from students, staff and faculty; refer to the Director and other offices as needed
Explain complex policies and procedures to a wide range of audiences
Maintain confidentiality of students, faculty and staff who consult the office with questions
Create a welcoming reception area and presence for students, faculty and staff and ensure resources in reception area are accurate and up-to-date
Ensure availability of office supplies for student affairs team members
Identify opportunities and implement solutions to improve office efficiency
Coordinate meetings and special events at the request of the Director, often requiring sensitive, timely communications with students and coordination with University offices and stakeholders throughout the dental profession. Prioritize and make daily decisions regarding the Director’s calendar.
Complete financial processing for the Director including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement.
Assist in implementing special events in the School of Dentistry such as orientation, White Coat Ceremony, senior awards banquets and graduation. Responsible for key tasks leading up to the event and the day of.
20% Faculty & Student Communications & Projects
Serve as the School of Dentistry liaison to student groups scheduling events.
Manage the School of Dentistry student events calendar to prevent conflicts
Communicate with student leaders and AHC facilities to make room arrangements and ensure student group compliance with University and School policies; refer to the Director as needed
Independently coordinate student group gift processing and reimbursement
Maintain pages of the School of Dentistry student intranet using google tools.
Send weekly excused absence reports to course directors.
Facilitate the security access process for incoming and graduating dental students for Moos Tower facilities including the 4th floor preclinic lab, 1st floor lockers rooms, and student lounge. Coordinate with the anatomy program for student access to anatomy lab facilities.
Manage the academic integrity coversheet process for every major, graded course component in all classes in the School of Dentistry, identifying opportunities for improved efficiency and communicating with the Director and School of Dentistry Code of Conduct Officer.
Partner with student affairs staff to communicate and monitor School of Dentistry student compliance with Academic Health Center and Minnesota background study requirements.
30% Special Projects
During the accreditation cycle, provide administrative support to the Associate Dean for Academic Affairs and accreditation steering committee.
Define, implement and manage processes to gather and document information
Create and edit highly technical material in accreditation documents, presentations and professional reports; write, rewrite, organize and eliminate material based on accreditation standards
Facilitate communication between accreditation committees and steering committee
Consult with CODA with questions that arise during the process
Responsible for timely updates and, in partnership with the School of Dentistry Communications Director, establishment of a communication plan for the School of Dentistry facebook page. Coordinate with the Office of Clinical Affairs to address patient complaints shared on facebook.
Provide back-up support when the Associate Dean for Academic Affairs’ assistant is out of the office.
Other projects as requested by the Associate Dean for Academic Affairs or Director of Student Affairs. Other duties as assigned
All required qualifications must be documented on application materials.
Required Qualifications High school diploma/GED and four years operations and/or student support experience. Training/education may be substituted for some years of experience. Experience working with people with a broad range of experience at many levels of an organization and with diverse audiences Demonstrated success simultaneously managing multiple projects and priorities following deadlines and under general guidelines Demonstrated excellent written and verbal communication skills Evidence of ability to write complex reports and documents Demonstrated ability to maintain a positive attitude and flexibility during times of change Experience with Microsoft Office programs and tools available in the google suite
Preferred Qualifications Familiarity with Peoplesoft and Astra as used by the University of Minnesota Experience providing customer service in a student services or healthcare setting Demonstrated ability to work with a team of colleagues possessing a diversity of work and conflict resolution styles
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.