Administrative Coordinator, College of Dental Medicine

Position Details

Position Information

Position Type
Professional Staff

Faculty Track

Position Title
Administrative Coordinator, College of Dental Medicine

Employment Status
Full Time

Months
12

Campus
Portland, ME

Description

Be a part of our mission of preparing dentists that are committed to serving the underserved communities in northern New England and beyond. The University of New England College of Dental Medicine (UNE CDM) is seeking a motivated individual with strong communication, organizational, and record-keeping skills to join our team as an Administrative Coordinator. This is a full-time (40 hours per week) position with an anticipated pay rate of $20.82 an hour.

Benefits Overview

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits:
  • UNE tuition waiver for employees, spouses, and domestic partners.
  • UNE tuition waiver for dependents of employees with 1 year of full-time service.
    • 50% tuition reduction if less than 1 year of full-time service.

For more information about our outstanding benefits, please visit: UNE Benefits Overview.

Responsibilities

Under the direction of the Senior Assistant to the Dean of the College of Dental Medicine, the Administrative Coordinator carries out assigned daily administrative duties in support of a variety of programmatic, academic, clinical, and administrative functions that advance the College's academic mission. Responsibilities include, but are not limited to:

• Serve as the primary point of contact in the Dean's Office reception area by greeting visitors, answering phones, screening calls, responding to questions, taking messages, monitoring emails, and referring individuals to other personnel or offices as appropriate.
• Oversee and carry out various day-to-day departmental administrative functions.
• Coordinate and complete various tasks for the Dean, senior administration, faculty, and staff, including scheduling, meeting coordination, work order submissions, travel coordination and reconciliation, and faculty and professional staff reimbursements.
• Organize and maintain departmental files and records, frequently involving cross-filing and cross-reference systems.
• Maintain logs and other manual and electronic recordkeeping systems related to assigned functions.
• Serve as a liaison with students, faculty, staff, patients, and other department or University constituents, as needed, by explaining policies and procedures, answering questions, coordinating services or assistance, and handling special requests or problems, routing to senior staff as appropriate.
• Assist with the signature approval process and routing of administrative and financial documents.
• Compile information from manual and computerized records and files for regular and special reports and in response to specific requests from the supervisor or other staff members.
• Set up meetings as requested, including scheduling participants, reserving rooms, coordinating room setups, placing catering orders, sending electronic appointments, and tracking responses.
• Provide support for and/or participate in CDM committees as necessary, including preparing reports and letters, taking minutes, and tracking actions and recommendations.
• Assist in planning annual events, lectures, and other special events.
• Oversee office supplies and inventory.
• Assist with employee onboarding and orientation.
• Serve as a proctor for students approved for testing accommodations.
• Perform other specialized or technical administrative tasks related to the department's primary functions.
• Train cross-functionally to support other CDM staff with job duties during temporary periods of increased workload or when staff are on leave.
• Perform other related duties as assigned.

Qualifications

• Associate's degree plus 2-3 years of relevant clerical and administrative support experience, or an equivalent combination of education and experience from which comparable knowledge and skills are acquired.
• Broad base of general and specialized clerical and administrative skills, including typing/word processing, filing, phone and…