This position will serve as the division administrative support person for the Division of Oral and Maxillofacial Surgery in the Department of Developmental and Surgical Sciences at the University of Minnesota School of Dentistry. This role provides administrative support to the faculty in their educational, clinical, and research responsibilities and supports all areas of Oral and Maxillofacial Surgery and is responsible for ensuring the office area runs smoothly and the person addresses issues and concerns quickly and competently. This position may give work direction and advise another employee in this division in their part time administrative responsibilities.
Duties associated with this position include but are not limited to:
Oral and Maxillofacial pre-doctoral and post-doctoral and Division Support Prepare and organize the pre-doctoral and postdoctoral semester course schedules. Prepare course materials, utilize Office of Measurement Services for analysis of exam scores, post grades in Moodle and send to registrar via PeopleSoft, may order materials and supplies for courses. May create, maintain, and edit Moodle sites for courses. Contact and arrange for faculty coverage in the postdoctoral clinic. Order dental supplies/equipment for postdoctoral clinic and lab supplies for research initiatives. 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 Division Director and all faculty in the division as needed and duties may include but not limited to: calendaring, initiating and coordinating meetings and taking minutes, scheduling and reimbursements for travel and meeting/conference/membership payments, messaging, creating and distributing correspondence, assisting with promotion and tenure and dossier prep, assisting with faculty schedule concerns and questions, etc. Manage and keep official search files for faculty and other searches as needed in the Division; this includes all part time, full-time, and chair searches. Schedule and take minutes for search committee meetings, coordinate interviews for applicants along with all logistics (travel-international or national, interview schedule, presentation schedule and media required for presentation, Skype coordination, meal and accommodations as needed), and ensures proper processes are followed in documenting and consideration of candidates. Prepare offer letters, SD01 forms, and assist in onboarding of new hires. Monitor Division website and web pages on SOD website and initiate edits as needed. Schedule all Division meetings, take minutes and handle catering needs. Maintain files, make and schedule travel arrangements and documents, reimbursements for Division, 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. Manage faculty academic and professional calendars and manage conference room calendar. Process expense reports for four full time faculty and as needed for adjunct faculty. Prepare for meetings including video conferencing, WebEx and conference phone set-up. Maintain and create electronic filing systems in compliance with office standards. Answer in-person, electronic and phone inquiries in a professional, efficient manner. Compile data for annual ADA survey. Assist and may coordinate mail responsibilities for 7th floor. Other duties as assigned.
Postdoctoral/Resident Coordinator Responsibilities: Serve as coordinator for Advanced Education Program in Oral and Maxillofacial Surgery. Work with Program Director to complete the resident rotation schedule, CODA survey, exam and visit coordination and similar. Manage residency application cycles by advising prospective students on externship opportunities, application requirements, and program details. Manage incoming electronic applications, evaluate application completeness, arrange candidate interviews along with agenda and materials. Coordinate new resident orientation (prepare agenda and materials) including initiating and monitoring immigration and visa processes for international students prior to orientation. Admit new residents into program and register students for program courses each semester via PeopleSoft. Request access for Axium privileges on behalf of the resident. Advise incoming students on arranging jurisprudence exam, CPR, OSHA, and HIPPA mandates; verify completion of required vaccinations prior to start date. Advise residents on program policies and guidelines for admission into the Graduate School. First and main point of contact for residents for all requests, concerns and questions. Initiate and monitor graduation readiness, including advising students on degree completion steps. Coordinate accreditation process with Program Director and Division Director by organizing and compiling of required accreditation materials. May manage the preparation of a newsletter other communications, including design enhancements, compiling alumni updates, collecting annual dues, and updating distribution lists. Coordinate all events for the Oral and Maxillofacial Surgery Division and Program including the annual graduation dinner and other events as needed. Other duties as assigned.
*This position is represented by a bargaining unit, AFSCME Clerical. Dues or fair share deductions will be made.*
Salary Range: $32,656.00 to $54,932.80 USD/year