Administrative Assistant Senior - School of Dentistry

The School of Dentistry at West Virginia University is currently accepting applications for a Senior Administrative Assistant.

About the Opportunity

The primary responsibility of the position is to assist the Dean, of the School of Dentistry will 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.

Plans and coordinates special events.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

* 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're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)

* 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. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.

* Wellness programs

What You'll Do

Assists the School of Dentistry Dean with all administrative matters, exercising sound judgment and possessing knowledge of matters involving the School and/or the Dean. Maintains a level of awareness and preparedness to respond to activities and changes within the organization. Maintains awareness of current issues affecting the organization and keeps the Dean abreast of these issues. Specific components of this responsibility include the following:

* 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. Responds to questions on behalf of the Dean on matters of established policy and procedures.

* Determining priorities of own workload and on issues in which the Dean is involved to assure prompt attention to critical issues.

* Assisting the Dean with meeting deadlines. Maintains a tracking system of all matters involving the Dean and monitors for status of ongoing issues; works with other administrators, Dean, assistant and associate deans and their staff to assure appropriate action has been executed on particular requests or issues from the Dean; assists in determining priorities; gathers and prepares any necessary supporting information and /or documentation.

* Maintaining schedules and calendar for the Dean --this task involves direct communication with executives, board members, chairpersons, faculty, students, patients, and outside professionals. Assures that the Dean has informal time to prepare for meetings; coordinates meeting logistics among those attending including preparing any necessary supporting information and/or documentation; arranges for any special equipment and/or other needs; attends meetings and synthesizes abstract ideas presented into complete, well-structure narratives;

coordinates any necessary travel and/or lodging arrangements and manages the associated travel reimbursement process.

* Receiving and reviewing all mail for the Dean. Uses independent judgment to route information to others, suggesting responses to the Dean for appropriate action; maintains the confidentiality of information.

* Preparing correspondence for the signature of the Dean, some without supervision. Independently prepares memos to University administration, deans, associate and assistant deans, chairpersons and faculty regarding procedural matters, requests for information, deadlines, etc.; prepares letters of response to other institutions, organizations, agencies, national accrediting organizations, and special societies.

* Collecting materials and preparing special reports, as requested by Vice President and/or Dean for the President, Board of Trustees, state legislature and/or others.

* Following up on pending matters involving the Dean, by calling these to his/her attention. Assists by gathering and preparing any supporting information or documentation needed by the Dean.

* Receiving and diplomatically handling all calls and visits from administrators, faculty, students, patients, and referring physicians/dentists, parents, national specialty societies, organizations, representatives of news media, members of the Board of Trustees, legislators, Congressmen and other national and state…