Administrative Assistant Senior

Position Summary:

Coordinates and manages office activities and workflow processes to ensure smooth efficient operations within the department. Performs administrative support duties and makes work-related decisions in accordance with existing policies and procedures.
** Specific Duties:
*** Coordinates and manages office activities.
* Maintains faculty calendars.
* Maintains files and records.
* Schedules classroom arrangements.
* Takes minutes for meetings.
* Routes documents to Dex Imaging Copy Center.
* Receives/routes incoming mail and prepares outgoing mail.
* Composes and prepares various correspondences.
* Assists with Board of Trustees reports and other documents.
* Assists with faculty leave requests.
* Assists with faculty evaluations.
* Makes faculty travel arrangements and prepares expense reports.
* Assists with the budget process and managing the departmental budget.
* Submits the AMEX summaries monthly to Business Office for review, and the full AMEX reconciliation packet (RFD and receipts) to the Travel Department.
* Works with new faculty to submit Appointments, Promotions, and Tenure documents in Interfolio.
* Maintains supply and equipment inventories.
* Prepares Purchase

Requisition s for orders.
* Prepares Requests for Funds Reimbursement (RFD).
* Submits work orders to Campus Operations.
* Submits work orders to IT Help Desk.
* Submits final semester grades in Banner.
* Submits mid-semester grades to Academic Affairs.
* Submits Change of Grades Forms to Academic Affairs.
* Posts examinations in quizzes in Exam Soft.
* Assists with proctoring examinations as needed.
* Calculates didactic and clinical grades as needed.
* Posts course and clinical teaching materials on Blackboard.
* Manages Patient Referral Forms for clinical students.
* Prepares and submits monthly student clinical progress reports for faculty.
* Verifies students’ clinic requirements for graduation.
* Acts as liaison between department chairs, faculty, students, patients, and staff.
* Attends training courses, seminars, conferences, and other classes to increase competence.
* Medical Consult Forms
* Adopt A Grandparent Application Process
** Essential Functions (Duties and Responsibilities) – Assign a percentage to each essential function (equal to 100%):
*** Assist with management of daily operations of the Departments of Oral Diagnostic Sciences and Research by assisting in developing administrative goals and priorities for long-range strategic planning, communicating, implementing, interpreting, revising policies and procedures, and maintaining filing system as appropriate.
* Serve as the department(s) initial point of contact for phone inquiries, facilities, maintenance, and IT needs/requests
* Assist in planning and organizing departmental meetings, special events and activities.
* Prepares and composes special project reports, correspondence of a confidential and complex nature, letters, memoranda, and other documents.
* Responsible for maintaining the Department Chair’s calendars
* Initiates and follows up on travel requests, checks requests, requisitions, orders, promotional materials, and purchases. Reconciles credit card purchases.
* Assists Institutional Program Manager with electronic databases which include, but not limited to:
New Innovations/My Evaluation, ERAS, WebADs, GME track and FRIEDA
* Assists with website review and updates
* Performs other related duties as assigned.
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* Knowledge, Skills and Abilities:

*** Knowledge of administrative and principles, practices and methods and ability to maintain an organized work environment.
* Skills in analyzing a variety of data, detail and task oriented; ability to manage and perform a variety of routine and complex assignments.
* Ability to establish and evaluate effective working relationships with various levels of professional staff personnel.
* Excellent organizational and interpersonal skills and telephone etiquette.
* Ability to communicate effectively, both orally and in writing
* Ability to organize work effectively and efficiently;
Skill in using independent judgment for routine situations
* Ability to independently compose correspondence, often confidential in nature, including…