JOB TITLE: Administrative Assistant

SUMMARY: The Administrative Assistant provides high-level operational support to the Chief Academic Officer and Dean, ensuring efficient functioning of academic programs, faculty support and strategic initiatives. This role requires strong organizational skills and frequent cross-departmental coordination.

DUTIES AND RESPONSIBILITIES:

Executive and Administrative Support:

Answer direct phone calls, emails, and other correspondence on behalf of the Dean.
Serve as the principal administrative liaison for the Dean, acting with delegated authority to coordinate communication and initiatives across departments.
Manage and strategically prioritize the Dean’s calendar, aligning meetings with institutional objectives and ensuring optimal executive time management.
Coordinate all executive travel, including conference/event registration, hotel accommodations, and flights.
Prepare high-level documentation and materials for accreditation boards (ABO) and AAO membership.
Reconcile credit card transactions and prepare expense reports for faculty.
Order and coordinate catering for the Dean’s lunch meetings.
Complete weekly progress reports with the Dean.
Attend, and record minutes as needed, at assigned meetings.
Perform other related duties as assigned by the Dean.

Academic and Program Operations:

Assist in the development and execution of the Academic Calendar under the guidance of the Dean and in collaboration with the Program Director.
Assist with course calendar updates.
Organize and manage various virtual learning and digital platforms within CRM Academics.
Track attendance of residents for all lectures by documenting accurately in CRM.
Proctor exams and/or assist with assigning a proctor for exams.
Develop training materials and instructional videos to enhance user adoption and operational efficiency.
Assist with the review of exams to ensure all questions and answers are correct according to the tests faculty have created, including completion of special testing accommodations within Populi.
Attend bi-weekly Administration team meetings to support the timely completion of program-related initiatives on behalf of the Dean.
Support the preparation and organization of annual boot camp supplies and training materials, including meeting logistics, resident onboarding materials, orthodontic kit preparation, agendas, and attendance documentation.

Faculty, Office, and Event Coordination:

Coordinate and support Faculty meetings, including arranging catering and recording meeting minutes as directed.
Collaborate with the Executive Assistant to President to plan and execute the annual Faculty Retreat.
Manage office and breakroom supplies in Suite 450.
Assist with the coordination of events in Suite 450.
Submit IT support tickets for technical issues in Suite 450 to ensure operational readiness prior to lectures.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

QUALIFICATIONS:

Bachelor’s Degree (BS or BA) or equivalent from a four-year college or technical school, or 2 – 3 years related experience and/or training, or equivalent combination of education and experience preferred.
2-3 years’ experience in calendar and expense report management.
Computer skills preferred: extensive knowledge of Microsoft Office Suite, some experience with Dolphin, OrthoFi, and Microsoft Dynamics CRM.

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