JOB REQUIREMENTS: Administrative Assistant II Posting Number: 201104547
Employment Status: Full Time Job Family: Operations and Administrative
Services Position Overview Be The Difference Begins with Great People.
Are you looking for a new opportunity where you can make the difference
in the lives of students and faculty? We\'re always looking for highly
talented individuals to join our team people who think big, care deeply,
and believe in being the difference in their work and community. We
prioritize student success, access to education, and service in our work
to educate well-rounded servant leaders who transform their fields, our
society and the world. Our Catholic, Jesuit approach emphasizes student
engagement with the world around them and formation of the heart and
mind. We believe in our mission: The search for truth, the discovery and
sharing of knowledge, the fostering of personal and professional
excellence, the promotion of a life of faith, and the development of
leadership expressed in service to others. These core values guide our
relationships with our students, each other, and our community.
Marquette University offers a rich and competitive Total Rewards package
includingmedical, dental, vision, 403(b) with up to 8% university match,
generous time off package, and tuition benefits for employees, spouses,
and dependents with no payback requirement! For more information, please
view the
https://www.marquette.edu/ca/hr/documents/total-rewards-guide-2025.pdf.
This is your next opportunity to join an organization that invests in
their employees\' career journey by diversifying their skills, deepening
their expert knowledge, encouraging a healthy work-life balance,
focusing on personal wellbeing, providing leadership training, and
sustaining a culture of respect and inclusion. The Administrative
Assistant II role works closely with their leader to coordinate the
administration of the School of Dentistry\'s current and future graduate
programs. Essential duties include processing admissions, database
development and management, record keeping, data retrieval, preparation
of academic reports, and communication with a range of Marquette
University and external entities. This role ensures compliance with
institutional, state, and Commission on Dental Accreditation (CODA )
guidelines and supports faculty, residents, and staff to maintain an
efficient and effective educational environment. Duties and
Responsibilities 1. Coordinate and manage administrative aspects of the
graduate dental education programs, including: Administer course
scheduling including updates and room scheduling in coordination with
Program Directors. Build courses for grad programs. Assign course
directors for all core curricula courses and manage grade submission.
Interface with the Office of the Registrar on all resident registration
matters including program bulletins. Maintain up-to-date program
documentation including course schedules, calendars, resident
evaluations, faculty teaching records, and accreditation materials
Address resident concerns regarding course registration issues. Manage
international student visa issues with other University offices. Create
quizzes and exams in D2L. Update exam availability dates. Edit and
publish grades to the gradebook. Manage day-to-day resident affairs,
including attendance tracking, licensure paperwork, and certification
documentation. Provide administrative support for the After Hours
On-Call Emergency Program for residents. Maintain MS program manual,
research protocol forms, advising sheet, etc. Review annually for
updates. Provide training and support for Program Directors and program
staff related to graduate school requirements and forms. 2. Assist with
recruitment, admissions, onboarding, and orientation of residents for
all graduate programs. Oversee Orientation Program schedule and recruit
speakers. Coordinate graduation events for all graduate programs. 3.
Assist with administrative duties related to developing future dental
graduate programs such as dental observer ships, fellowships, and new
residency programs. 4. Support graduate program directors with
administrative tasks as needed 5. Ensure compliance with Commission on
Dental Accreditation (CODA ) standards and assist with preparation and
coordination of site visits. In collaboration with the Program
Directors, ensure CODA annual reports are completed and filed
appropriately. 6. Coordinate meetings, prepare agendas, and record
meeting minutes for program committees or advisory boards. Support
continuing educational activities or scholarly events associated with
the graduate program (i.e. Research Day) 7. Assist in managing program
budgets, including resident travel reimbursements, supply ordering, and
vendor invoices. Responsible for basic financial /budget activities
within department/college. May include P-card responsibilities.
** OTHER EXPERIENCE AND QUALIFICATIONS: Required Knowledge,
Skills and Abilities High school diploma or equivalent A minimum of 2
years of administrative or program coordination experience in academic
setting Strong project management skills, proficiency in Microsoft
Office, excellent written and verbal communication skills, high level of
accuracy, critical thinking skills. Work independently and as part of a
team with minimal supervision, handle confidential and sensitive
information with discretion and professionalism, maintain composure and
problem-solve in fast-paced, dynamic environment. Ability to navigate
and work effectively across departments and external organizations,
adapt to changes in program requirements, technology platforms, and
institutional policies, and contribute to continuous quality improvement
efforts. Preferred Knowledge, Skills and Abilities Bachelor\' degree
Knowledge of dental academic program administration, familiarity with
accreditation standards and procedures, particularly CODA ,
understanding of residency or postdoctoral education processes such as
admissions, licensure, & certification. Understanding of dental
licensure and credentialing requirements, knowledge of centralized
application and placement services. Experience with Axium, compiling
data, facilitating meetings, preparing minutes and tracking follow-up
items. Experience with graduate or health professions education,
familiarity with CODA accreditation standards, knowledge of FERPA ,
HIPPA , and other relevant regulations Department: Dental School Posting
Date: 09/24/2025 Closing Date: To apply, visit
https://apptrkr.com/6617554 It is the policy of Marquette University to
provide equal employment opportunities (EEO ) to all employees and
applicants without regard to race, color, religion, sex, sexual
orientation, gender identity, national origin, disability, protected
veteran status or any other applicable federal or state-protected
classification. Copyright 2025 Jobelephant.com Inc. All rights reserved.
https://www.jobelephant.com/ ** APPLICATION INSTRUCTIONS: Apply
Online: https://apptrkr.com/6617554 Qualified females, minorities, and
special disabled veterans and other veterans are encouraged to apply.
