The Administrative Assistant, Office of the Assistant Dean, Clinical Education is responsible for providing clerical, administrative, and project support to the Office of the Assistant Dean, Clinical Education for the College of Dental Medicine – Illinois. The Administrative Assistant maintains a current knowledge of the College’s policies, processes, and procedures in an effort to ensure efficiency and integrity of the Program.
The Administrative Assistant, Office of the Assistant Dean, Clinical Education will work closely with the Assistant Dean of Clinical Education, as well as the Clinical Program Director, Clinic Supervisor, Group Practice Coordinators faculty, staff and students of the College of Dental Medicine. There will also be contact with other administrators, faculty, staff and student doctors of Midwestern University, patients and the general public.
Essential Duties and Responsibilities
The following job functions are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
The Administrative Assistant, Deans’ Office performs some or all of the following functions which will be prioritized and will continue to evolve according to the career direction of the Administrative Assistant and the mutual goals of that individual, CDMI and the University:
* Greets and screens incoming visitors in a professional manner, managing the needs of the visitor and, where indicated, promptly notifying the appropriate person of their arrival.
* Arranges schedules and notifies regarding events, appointments and meetings, as requested.
* Maintains an updated and accurate calendar of events appointments and office meetings as requested.
* Prepares letters, memoranda and other written correspondence and materials.
* Assists in planning of College of Dental Medicine related events.
* Answers multi-line telephone system, takes accurate messages, and transfers telephone calls to the appropriate person in an efficient manner.
* Receives, sorts, and distributes incoming mail and prepares outgoing mail in a timely manner.
* Develops and applies logic and common sense in relation to faculty, staff, student doctors and external interactions within the Assistant Deans’ Office.
* Operates standard office equipment to include: facsimile machine, computer/printer, and photocopy machine.
* Performs routine administrative functions including word processing correspondence, memos, filing, and reports.
* Assists with the preparation of travel and accommodation arrangements’
* Provides support and back-up for all staff functions, including special projects.
* Provides for the organization, administration, security, confidentiality, and retention of clinical credentialing records for faculty, staff and students.
* Records and maintains records and minutes of College, faculty and staff meetings.
* Provides support for various College processes and functions, such as dental regional board exams, and other College events.
This job has no supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or equivalent with 1-3 years of related work experience required. Some college or technical school course completion preferred. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.
Computer proficiency in MS Office (Word, Excel, Outlook) and database management skills.
Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.
Other Skills and Abilities
* Demonstrates excellent organizational skills with ability to manage multiple tasks simultaneously.
* Demonstrates effective written and oral communication and interpersonal skills. Demonstrates pleasant and professional customer-service skills.
* Demonstrates ability to work independently as well as in a collaborative fashion.
* Previous experience in an educational institution and/or a dental institution is desired.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employee will work primarily indoors, but will be in outdoor environment when traveling between campus buildings, off campus and to other campuses and facilities.
While performing the duties of this job, the employee is occasionally required to stand. The employee is regularly required to walk; reach with hands and arms. The employee is frequently required to sit; use hands to finger, handle, or feel; talk and hear. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and distance vision.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race, color, religion, gender, national origin, disability, or veterans status, in accord with 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a).
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
* 1 - 3 years: Related administrative work experience
* High School or better
* Some post college or better