Administrative Assistant

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Job Title:

Department:

The Administrative Assistant position in the College of Dentistry provides support to executive leaders in the Office of the Dean as directed. This individual in this role must be a high-performer, self-starter, be able to work independently as well as with direction, flexibility to support multiple teams, willingness to perform other reasonable duties as requested, and have a sincere interest in the College’s mission. This person serves as secondary support to the Executive Assistant to the Dean and other administrative assistants for executive leadership as needed, and therefore must understand the responsibilities, needs, and priorities of the Dean and maintain a high level of professionalism and confidentiality. Excellent administrative and relational skills, attention to detail, and an ability to handle a variety of activities and tasks that are deadline driven are essential to be successful in this role. As a critical member of the Dean’s staff, demeanor is a crucial aspect of this position.

Responsibilities include, but are not limited to:

• Exercising the utmost level of discretion in dealing with confidential situations

• Screening telephone calls

• Filtering emails, forwarding relevant items and recommended next steps/follow up for appropriate action

• Assisting with the management of complex calendar and meeting requests, while helping to establish appointment priorities

• Assisting with meetings, and various special events, including coordinating room set up, food orders and preparation as needed

• Assembles and/or coordinates the preparation of various reports, memoranda, correspondence, and various documentation and presentation materials from a wide variety of draft and finished documents from notes, brief instruction, or printed materials

• Reviewing materials including emails for completeness, accuracy and format

• Scheduling business travel arrangements for multi-leg trips including car services, restaurant reservations, air and hotel arrangements

• May assist in managing expense reports and reimbursable expenses and oversees and maintains an extensive database of contacts using Outlook.

The Administrative Assistant may work very closely with the College of Dentistry fiscal team to process and reconcile invoices, pcard transactions, maintain membership dues, and many other fiscal obligations on behalf of executive leadership.

In addition to supporting executive leadership, the Administrative Assistant may also provide cross-coverage support to other leadership members in the college due to temporary staff shortages.

Work Hours: Monday – Friday, 7:30 am – 4:30, but also requires an ability and willingness of arriving early, staying late, and/or working a day on the weekend as needed. This position will be onsite, located at the College of Dentistry.

Targeted pay range: $24.76 - $32.33 (based on experience and education)

Education and Experience Qualifications:
Required: Bachelor's degree in business or an administrative field or an equivalent combination of education and experience; 0-2 years of Administrative Assistant to an executive level leader experience; excellent written communication and interpersonal skills; excellent computer skills and Microsoft Office skills (strong Excel and PowerPoint).

Desired: Knowledge of University policies, rules, and regulations is desired. 2-4 years’ experience managing an executive’s calendar and travel arrangements. Highly dependable, detail-oriented, and possess prioritization skills; highly focused and results-oriented; anticipates needs and thrives in deadline-driven environments; able to juggle multiple projects with shifting priorities and get things done; a solution-oriented troubleshooter and strong organizational and follow-through skills. Must possess a high level of decorum and a customer service mindset. Must understand the need for flexibility in schedule and work onsite daily.

The final candidate must successfully complete a background check and alcohol and drug screening

Additional Information:

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The university is an equal opportunity employer, including veterans and disability.