Administrative Assistant Senior

Specific Duties:

• Coordinates and manages office activities.
• Maintains faculty calendars.
• Maintains files and records.
• Schedules classroom arrangements.
• Takes minutes for meetings.
• Routes documents to Dex Imaging Copy Center.
• Receives/routes incoming mail and prepares outgoing mail.
• Composes and prepares various correspondences.
• Assists with Board of Trustees reports and other documents.
• Assists with faculty leave requests.
• Assists with faculty evaluations.
• Makes faculty travel arrangements and prepares expense reports.
• Assists with the budget process and managing the departmental budget.
• Submits the AMEX summaries monthly to Business Office for review, and the full AMEX reconciliation packet (RFD and receipts) to the Travel Department.
• Works with new faculty to submit Appointments, Promotions, and Tenure documents in Interfolio.
• Maintains supply and equipment inventories.
• Prepares Purchase Requisitions for orders.
• Prepares Requests for Funds Reimbursement (RFD).
• Submits work orders to Campus Operations.
• Submits work orders to IT HelpDesk.
• Submits final semester grades in Banner.
• Submits mid-semester grades to Academic Affairs.
• Submits Change of Grades Forms to Academic Affairs.
• Posts examinations in quizzes in ExamSoft.
• Assists with proctoring examinations as needed.
• Calculates didactic and clinical grades as needed.
• Posts course and clinical teaching materials on Blackboard.
• Manages Patient Referral Forms for clinical students.
• Prepares and submits monthly student clinical progress reports for faculty.
• Verifies students’ clinic requirements for graduation.
• Acts as liaison between department chairs, faculty, students, patients, and staff.
• Attends training courses, seminars, conferences, and other classes to increase competence.
• Medical Consult Forms
• Adopt A Grandparent Application Process

Essential Functions (Duties and Responsibilities) – Assign a percentage to each essential function (equal to 100%):

• Assist with management of daily operations of the Departments of Oral Diagnostic Sciences and Research by assisting in developing administrative goals and priorities for long-range strategic planning, communicating, implementing, interpreting, revising policies and procedures, and maintaining filing system as appropriate.
• Serve as the department(s) initial point of contact for phone inquiries, facilities, maintenance, and IT needs/requests
• Assist in planning and organizing departmental meetings, special events and activities.
• Prepares and composes special project reports, correspondence of a confidential and complex nature, letters, memoranda, and other documents.
• Responsible for maintaining the Department Chair’s calendars
• Initiates and follows up on travel requests, checks requests, requisitions, orders, promotional materials, and purchases. Reconciles credit card purchases.
• Assists Institutional Program Manager with electronic databases which include, but not limited to: New Innovations/MyEvaluation, ERAS, WebADs, GME track and FRIEDA
• Assists with website review and updates
• Performs other related duties as assigned.                                                                                                                           

Knowledge, Skills and Abilities:

• Knowledge of administrative and principles, practices and methods and ability to maintain an organized work environment.
• Skills in analyzing a variety of data, detail and task oriented; ability to manage and perform a variety of routine and complex assignments.
• Ability to establish and evaluate effective working relationships with various levels of professional staff personnel.
• Excellent organizational and interpersonal skills and telephone etiquette.
• Ability to communicate effectively, both orally and in writing
• Ability to organize work effectively and efficiently; Skill in using independent judgment for routine situations
• Ability to independently compose correspondence, often confidential in nature, including letters, memos, presentations, and reports
• Must be able to handle confidential data
• Knowledge of CODA policies
• Strong computer skills to include Microsoft Office and the ability to learn new software programs as needed in support of the role

Education and Experience Preferred:

·  Bachelor’s Degree preferred, but not required

· Three to four years of experience, preference for experience working in higher education, undergraduate medical education or graduate medical education, or hospital administration

Environmental Conditions and Physical Demands

·        Usual office environment

·        Use of both hands, manual dexterity

·        Visual and auditory acuity

·        Able to sit, stand or walk for extended periods of time