Administrative Assistant Senior - School of Dentistry

About the Opportunity

The School of Dentistry at West Virginia University is currently accepting applications for a Senior Administrative Assistant. The primary responsibility of the position is to assist the Dean of the School of Dentistry with all administrative matters. Incumbent regularly generates correspondence to Vice President of the Health Sciences Center, Associate and Assistant Deans of the School of Dentistry, and Department Chairpersons regarding applicable School of Dentistry and Board of Trustees Policies and Procedure.

Position has operational responsibility for the administrative office of the Dean and plans and coordinates special events.

• 37.5‑hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you are ill, need time to care for sick family, or attend medically scheduled appointments. Family includes immediate relatives, in‑laws, and others in your household.)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. More retirement benefits information available in the retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

• Maintaining an awareness of all pending matters in which the Dean is involved. Ascertains status of pending matters and whether action needs to be taken, providing regular updates and reminders to the Dean.
• Becoming highly knowledgeable of established policies. Responding to questions on behalf of the Dean on matters of established policy and procedures.
• Determining priorities of own workload and issues in which the Dean is involved to assure prompt attention to critical issues.
• Assisting the Dean with meeting deadlines and maintaining a tracking system of all matters involving the Dean, monitoring status, and coordinating with other administrators to ensure appropriate action.
• Maintaining schedules and calendar for the Dean, coordinating meeting logistics, preparing supporting information, arranging equipment, attending meetings, synthesizing abstract ideas into well‑structured narratives, coordinating travel and lodging, and managing reimbursement processes.
• Receiving and reviewing all mail for the Dean, routing information, suggesting responses, and maintaining confidentiality.
• Preparing correspondence for the Dean’s signature, proactively drafting memos to university administration and others, and preparing letters of response to external institutions and agencies.
• Collecting materials and preparing special reports for Vice President, Dean, President, Board of Trustees, state legislature, or others.
• Following up on pending matters by contacting appropriate parties and gathering supporting information.
• Handling calls and visits from administrators, faculty, students, patients, physicians, national societies, media, Board of Trustees, legislators, and dignitaries, determining priority and referring as necessary.

Manages Human Resources related processes associated with maintaining School of Dentistry or WVU and/or UHA employee database(s) for faculty and staff; facilitates faculty search, selection, and/or status changes; prepares HR and payroll documentation; resolves employment problems; manages leave reporting systems.

Oversees the operation of the Dean’s office, including:

• Supervising Administrative Assistant in the Dean’s Office
• Maintaining confidentiality with respect to all activities
• Maintaining and supervising the filing system
• Preparing office‑related policy and procedure manuals

Coordinates special projects and/or events such as accreditation activities, faculty recruitment, evaluations, promotions and tenure, receptions, dinners, seminars, and other meetings.

Responsibilities include:

• Collecting materials and preparing special reports
• Budgeting for the project/event
• Arranging rooms, audio‑visual needs, sites, menus, and seating charts
• Arranging lodging and transportation for large groups
• Publicizing the event
• Producing program announcements, invitations, and printed materials
• Selecting recognition…