Sr. Administrative Assistant- IL- College of Dental Medicine

Sr. Administrative Assistant- IL
- College of Dental Medicine

Job Category
:
Staff

Requisition Number
: SRADM
004471

• Posted :
  July 29, 2026
• Full-Time
• On-site
• Rate : $23.31 USD per hour

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The Senior Administrative Assistant reports directly to the Associate Dean, Preclinical Education and is responsible for providing clerical, administrative, and project support to the Office of the Associate Dean, Preclinical Education for the College of Dental Medicine-Illinois (CDMI). The incumbent maintains a current knowledge of CDMI’s policies, processes, and procedures to ensure efficiency in the Program.

Essential Duties and Responsibilities

• Greets and screens incoming visitors in a professional manner, managing the needs of the visitor and, where indicated, promptly notifying the appropriate person of their arrival.
• Efficiently and accurately coordinates, updates, and maintains calendar of events, schedules, appointments, and meetings for the faculty and the students’ quarterly and annual activities, rotations, and assignment calendars as required.
• Prepares a variety of technical, statistical, financial, and narrative reports, letters, memoranda, and other written correspondence and materials.
• Organizes and assists in planning of College of Dental Medicine-related events.
• Answers multi-line telephone system, takes accurate messages, and transfers telephone calls to the appropriate person in an efficient manner.
• Receives, sorts, and distributes incoming mail and prepares outgoing mail in a timely manner.
• Develops and applies logic and common sense in relation to faculty, staff, student doctors and external interactions within the Associate Deans’ Office.
• Operates standard office equipment to include multi-line telephone system, facsimile machine, computer, printer and scanner, and photocopy machine.
• Performs routine and complex administrative functions including word processing correspondence, memos, filing, calendars, and reports using One Drive cloud, Microsoft Office apps (Outlook, Word, Excel, PowerPoint, Teams, etc.), and Nitro Pro.
• Provides full support in use of Canvas platform, Reposndus and Midwestern University Testing Center application to set up courses and modules, creates quizzes and tests, enters grading, and provides reports.
• Prepares and confirms all continuing education documentation, membership dues and documentation, and travel and accommodation arrangements and prepares reimbursement documents accurately for administration and faculty as well as external persons who are engaged for professional purposes (e.g., interviewees, site visitors, etc.)
• Provides support and back-up for all staff functions, including special projects.
• Provides for the organization, administration, security, confidentiality, and retention of clinical credentialing records for faculty, staff, and students.
• Records and maintains records and minutes of College, faculty, and staff meetings.
• Provides orientation and training for new employees, as assigned.
• Arranges accommodations and related requirements for official visitors.
• Actively supports the planning and conducting of various College processes and functions, such as student doctor credentialing exams.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The individual must be able to work in a constant state of alertness and in a safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or equivalent required. One-year certificate from a college or technical school and/or Associate degree highly desired. A minimum of 3-5 years relevant work experience is required. Experience working in a team and customer service-oriented environment.

Excellent written and verbal communication skills.

Computer Skills

Computer proficiency in MS Office 365 (Word, Excel, Outlook) and database management skills including One Drive cloud.

Language Skills

In…