Description
Summary
The Senior Administrative Assistant provides general administrative and office support for the Department of Dental Medicine. The position reports to the Assistant to the Dean of the College of Dental Medicine.
Essential Duties and Responsibilities
Provide administrative support to the Assistant to the Dean, Associate Dean of Preclinical Education, Preclinical Program Directors, Full-time faculty, Part-time faculty, Dispensary staff, and Students of the College of Dental Medicine, including:
New hire instruction in network, electronic file use, etc.
Submit IT/Maintenance help request
Answer telephones and direct messages appropriately
Respond to emails and distribute mail
Arrange meetings and schedule room use
Prepare meeting minutes and distribute materials
Create and maintain an updated and accurate calendar of events, activities, rotations, and meetings as outlined in student quarterly and annual calendars.
Act as point of contact for prospective students and current students in various aspects of their dental education.
Maintain office supplies/materials
Preparation of a variety of technical, statistical, financial, and narrative reports, letters, memoranda, and other written correspondence and materials
Operate standard office equipment to include multi-line telephone system, facsimile machine, computer, printer and scanner, and photocopy machine.
Perform routine and complex administrative functions including word processing correspondence, memos, filing, calendars, and reports using OneDrive cloud and Microsoft office apps (Outlook, Word, Excel, PowerPoint, Teams, etc.)
Provide for the organization, administration, security, confidentiality, and retention of records for faculty, staff, and students.
Provide full support in the use of the Canvas platform to set up courses and modules, create/maintain access for faculty, staff and students each quarter, create quizzes and tests, enter grading, and provide reports.
Perform testing duties to include:
Create tests and coordinate test times/locations
Prepare material for students to study
Act as a point of contact for test-related issues
Assist in tabulating, entering and proofing for accuracy competency/practical test score grades
Provide assistance to students including:
Assist drop-ins with questions/concerns
Schedule appointments, student/mentor meeting with faculty
Relay information from faculty to students via email communications
Schedule rooms for student group meetings
Coordinate with Clinical administrative support staff:
Assist with special events as needed
Register incoming visitors.
Other duties as assigned
Supervisory Responsibilities
This job has no supervisory responsibilities.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must have regular, predictable, in-person attendance and be able to work in a constant state of alertness and safe manner. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or GED is required with one year certificate from college or technical school and/or Associate degree preferred. Minimum of 3-5 years relevant work experience required. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.
Computer Skills
Computer proficiency in MS Office (Word, Excel, Outlook, Power Point).
Language Skills
Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Reasoning Ability
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Mathematical Ability
Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must occasionally lift and /or move up to 10 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.
We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday's, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
