Administrative Assistant

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Job Title:

Administrative Assistant

Department:
Dentistry | Periodontology

• Provide comprehensive administrative support to the Division Chair and division faculty.
• Manage and maintain the Division Chair's calendar, including scheduling meetings, appointments, conferences, and business travel arrangements.
• Coordinate meeting logistics, reserve meeting spaces, prepare agendas and supporting materials, and assist with meeting follow-up activities.
• Serve as the primary liaison between the Division Chair and faculty, staff, residents, students, and external partners.
• Serve as a Workday timekeeping approval backup for the Advanced Education Program Director and/or Graduate Clinic Staff Manager.
• Draft and prepare correspondence, reports, presentations, agendas, and other professional communications utilizing Microsoft Office products.
• Screen and respond to incoming calls, visitors, mail, and email inquiries, exercising sound judgment and professionalism.
• Maintain both electronic and paper filing systems to ensure accurate record retention and accessibility.

• Prepare, coordinate, maintain, and distribute teaching and clinical schedules for faculty, residents, and students.
• Monitor and update divisional teaching schedules each semester to support academic and clinical operations.
• Collaborate with faculty and Chair to ensure schedule accuracy and timely communication of changes.

• Maintain and organize divisional records, documents, and files required for accreditation, compliance, regulatory, and institutional requirements.
• Collect, track, and compile data for reports, audits, and operational assessments.
• Prepare reports and documentation as requested by the Division Chair and College leadership.
• Ensure records are maintained in accordance with university policies and applicable regulations.

• Process purchase orders and support procurement activities for divisional operations and events.
• Assist with accounts payable submissions, expense reimbursements, and other financial transactions in accordance with university policies.
• Support faculty and residents with business travel arrangements, travel documentation, and expense reporting.
• Monitor and coordinate administrative processes to ensure timely completion of financial and operational activities.

• Coordinate logistics for faculty candidate interviews, guest speakers, visiting scholars, and other visitors.
• Partner with the Dean's Office and other university departments to arrange travel, accommodations, itineraries, meetings, and related activities for candidates and guests.
• Serve as a welcoming point of contact for visitors and guests to the division.

• 2 years of relevant experience required. High School diploma or GED.
• Strong organizational, planning, and time-management skills with the ability to manage multiple priorities.
• Exceptional interpersonal and communication skills, with the ability to interact effectively with individuals at all levels of the organization.
• Demonstrated ability to