Sr. Administrative Assistant - AZ - College of Dental Medicine

Sr. Administrative Assistant - AZ - College of Dental Medicine

Job Category
:
Staff

Requisition Number
: SRADM
004429

• Full-Time

Showing 1 location

Arizona Campus, Glendale, AZ 85308, USA

Summary

The Senior Administrative Assistant provides general administrative and office support for the Department of Dental Medicine. The position reports to the Assistant to the Dean of the College of Dental Medicine.

Essential Duties and Responsibilities

• Provide administrative support to the Assistant to the Dean, Associate Dean of Preclinical Education, Preclinical Program Directors, Full‑time faculty, Part‑time faculty, Dispensary staff, and Students of the College of Dental Medicine, including:
• Submit IT/Maintenance help request
• Answer telephones and direct messages appropriately
• Respond to emails and distribute mail
• Arrange meetings and schedule room use
• Prepare meeting minutes and distribute materials
• Create and maintain an updated and accurate calendar of events, activities, rotations, and meetings as outlined in student quarterly and annual calendars.
• Act as point of contact for prospective students and current students in various aspects of their dental education.
• Maintain office supplies/materials
• Preparation of a variety of technical, statistical, financial, and narrative reports, letters, memoranda, and other written correspondence and materials
• Operate standard office equipment to include multi‑line telephone system, facsimile machine, computer, printer and scanner, and photocopy machine.
• Perform routine and complex administrative functions including word processing correspondence, memos, filing, calendars, and reports using One Drive cloud and Microsoft office apps (Outlook, Word, Excel, PowerPoint, Teams, etc.)
• Provide for the organization, administration, security, confidentiality, and retention of records for faculty, staff, and students.
• Provide full support in the use of the Canvas platform to set up courses and modules, create/maintain access for faculty, staff and students each quarter, create quizzes and tests, enter grading, and provide reports.
• Perform testing duties to include:
• Create tests and coordinate test times/locations
• Prepare material for students to study
• Act as a point of contact for test‑related issues
• Assist in tabulating, entering and proofing for accuracy competency/practical test score grades
• Provide assistance to students including:
• Assist drop‑ins with questions/concerns
• Schedule appointments, student/mentor meeting with faculty
• Relay information from faculty to students via email communications
• Schedule rooms for student group meetings
• Coordinate with Clinical administrative support staff:
  • Assist with special events as needed
  • Register incoming visitors.
• Other duties as assigned

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. This individual must have regular, predictable, in‑person attendance and be able to work in a constant state of alertness and safe manner. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or GED is required with one year certificate from college or technical school and/or Associate degree preferred. Minimum of 3‑5 years relevant work experience required. Experience working in a team and customer service‑oriented environment. Excellent written and verbal communication skills.

Mathematical Ability

Basic skills:

Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to…