Administrative Assistant Senior - School of Dentistry

Senior Administrative Assistant – School of Dentistry (29908)

The primary responsibility of the position is to assist the Dean of the School of Dentistry with all administrative matters. The incumbent regularly generates correspondence to the Vice President of the Health Sciences Center, Associate and Assistant Deans, and Department Chairpersons regarding applicable School of Dentistry and Board of Trustees policies and procedures. The position has operational responsibility for the Dean’s office and plans and coordinates special events.

• 37.5‑hour work week
• 13 paid holidays
• 24 annual leave (vacation) days per year
• 18 sick days per year
• Comprehensive health insurance
• 401(a) retirement savings with 6% employee contribution match
• Wellness programs

Assist the Dean with all administrative matters, exercising sound judgment and possessing knowledge of matters involving the School and/or the Dean. Maintain awareness of pending matters, policies, priorities, and deadlines, and keep the Dean abreast of important issues. Specific duties include:

• Maintain awareness of all pending matters and provide updates to the Dean.
• Become knowledgeable of established policies and respond to questions on behalf of the Dean.
• Determine priorities of own workload and the Dean’s matters to assure prompt attention to critical issues.
• Assist the Dean with meeting deadlines and maintain a tracking system of all matters.
• Maintain the Dean’s schedule and calendar, coordinate meeting logistics, arrange travel and lodging, and manage reimbursements.
• Receive and review all mail for the Dean, route information, and suggest responses.
• Prepare correspondence for the Dean’s signature; draft memos to university administration and external institutions.
• Collect materials and prepare special reports requested by higher‑level administrators.
• Follow up on pending matters by calling the Dean’s attention to them.
• Handle calls and visits from diverse stakeholders and determine priorities.
• Manage HR processes related to the School of Dentistry, including database maintenance, faculty searches, payroll documentation, and leave reporting.
• Supervise the Dean’s office staff and maintain confidentiality.
• Coordinate special projects and events such as accreditation activities, faculty recruitment, evaluations, and receptions.
• Provide functional guidance to departmental secretaries.

• Bachelor’s degree or equivalent experience.
• Minimum of two (2) years of high‑level executive office experience in higher education.
• Experience with PC related tasks.
• All qualifications must be met by the time of employment.

• In‑depth knowledge of School of Dentistry policies and procedures.
• Excellent oral and written communication skills.
• Ability to communicate effectively in challenging situations.
• Strong planning, coordination, and prioritization skills.
• Multi‑tasking ability.
• Ability to maintain positive working relationships.
• Logical reasoning, problem‑solving skills.
• Attendance and punctuality standards compliance.
• Advanced computer skills.
• Ability to work independently.
• Public speaking ability.
• Knowledge of social protocol.
• Basic accounting ability.
• Experience working with diverse groups.

Pay Grade: 17

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.