Administrative Assistant

Administrative Assistant I

Manages all aspects of the orthodontic graduate and internship programs. Coordinating resident recruitment and scheduling candidate interviews. This includes organizing breakfast and lunch for the candidates, setting up interviews for the admissions selection process, creating itineraries for 30+ applicants to be interviewed by orthodontic faculty, sending out confirmation letters/emails and being available to assist with all aspects of the interview day.

Prepares the necessary information for incoming residents and interns for orientation. Delivers department information during orientation and reviews resident expectations and workflow processes. Maintains schedule of annual deadlines for graduate students. Prepare and submit core curriculum course enrollment forms to registers graduate students for all courses required for receipt of their Master's degree. Acts as grade coordinator for department:
Oversees the administration, grading and posting of test scores, and the calculation and posting of final grades for graduate students. Enters Predoc grades for participation in clinic, case presentation, and attendance in conferences in department database and Grade-a-gator. Completes grade change forms as necessary. Manages the schedule for the graduate program including scheduling seminars, clinics, clinical rotations, on-call, assigning case presentations, and scheduling of part time faculty.

The program is on a three-year rotation, so correct scheduling is critical. This is a six-month calendar that must be updated and maintained daily to accurately reflect students' schedule. Coordinate the scheduling of daily appointments, tests, conferences, and all other miscellaneous meetings and schedules rooms for the same. Schedules meetings of the orthodontic faculty and staff, guest speakers, and visitors.

Oversees the invitation of guest speakers and consultants, development of mailings, hotel reservations and travel schedules. Solicits changes to course syllabi from the faculty, procures requested materials, compiles and distributes didactic course material to the residents in course folders. Assist faculty with creating and maintaining canvas courses. Creates spreadsheets for administering and compiling graduate student evaluations. Ensures faculty evaluations for all orthodontic courses within the School of Advanced Dental Sciences are completed each semester.

Maintains resident handbook. Creates and maintains student files. Assists chair and program director with Accreditation and site visit prep. Prepares all required documents and department schedules for site visit and assists day of visit. Manage all resident patient pools to ensure each have the required number and type of cases to meet the CODA requirements. Processes orders and places orders as needed for the graduate clinic.

Ensures forms, fee information and letters are accurate and formatted per university requirements.

Act as initial contact with department: answers the phone and routes calls to appropriate persons/clinics, greet guests. Deliver, pick up, and distribute mail. Schedule meetings and appointments as requested. Approve Outlook requests for use of orthodontic conference room. Coordinate and plan departmental functions and events. Serve as a liaison with other college, university departments and external agencies. Independently responds via email, fax, or postal mail to correspondence involving individuals or organizations inside and outside the university.

Assists with Promotion and Tenure preparation and packets, ensures faculty CV's are updated annually and maintains the department database of all employees, residents, interns and volunteers, past and present. Prepare correspondence and related documents as necessary. Process letters of recommendation by faculty for pre-doc students and department interns, typing letters by faculty and ensuring the letters and/or forms are formatted and filled out properly then mailed in a timely manner.

Complete requests from societies, journals, and vendors for information concerning the program and/or graduate students. Maintains department equipment and…