The Administrative Support position in Pediatric Dentistry supports all Division faculty including the Division Director. This role is vital to the Division running smoothly as it plays a role in supporting courses, entering grades, managing calendars and meetings, coordinating events, and ensuring the Division office is well organized and the person is helpful to visitors and employees. Pediatric Dentistry seeks an applicant with administrative support experience in creating and editing correspondence, organizing events, and ideally has knowledge of or experience in academia or in the health field. Ideal candidate is friendly and outgoing and able ot handle multiple requests and tasks with a positive attitude and executing and accomplishing complex tasks fully and on time.
Duties and Responsibilities:
35% Maintain files, make and schedule travel arrangements and documents, process reimbursements for Division faculty and residents, process expense reports and reconcile procurement card purchases. Prepare PO’s, prepare deposits for checks/cash, set up new vendors, coordinate Contract for Professional Services, ordering of all supplies for division, receive merchandise in EFS system. Make travel arrangements and prepare travel documents for faculty; draft and prepare correspondence for division (letters, memos, course materials, type manuscripts, exams, course syllabi, etc), establish and maintain files as well as database of division contacts. Maintain and create electronic filing systems in compliance with office standards. Compile data for annual ADA survey. Assist and may coordinate mail responsibilities for 7th floor. Act as receptionist for the Division including keeping the office in a professional manner and organized, greeting visitors, direct deliveries or meeting attendees, respond to various inquiries, answer Division phone calls, return voicemail and calls on behalf of faculty as needed. Answer in-person, electronic and phone inquiries in a professional, efficient manner. Other duties as assigned.
65% Manage all division faculty academic and professional calendars and manage conference room calendar. Support the Division Director with all administrative support needs and support the Program Director with faculty support needs (non-residency related). Support the Resident coordinator as needed, which may include: Expense reimbursements, entering grades, registering for courses, assisting with arrangements for interview day and graduation and other events, requesting access for Axium privileges on behalf of the resident or similar duties as directed by the Resident Coordinator and supervisor. Support full time faculty in preparing and updating course materials, utilize Office of Measurement Services for analysis of exam scores, post grades in Moodle or similar system and send to registrar via PeopleSoft, may order materials and supplies for courses. May create, maintain, and edit Moodle or similar sites for courses. Submit faculty rosters on a semester basis to human resources to ensure proper pay for time worked. Prepare and submit honorarium documents to ensure proper pay for guest lecturers. Record and track vacation days and assist faculty in submission of time off requests using MyU. Support other areas and administrative support team members in the Department and School as needed. Other duties as assigned.
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