Administrative Assistant Senior

Administrative Assistant, Senior will coordinate and manage activities as they relate to the Department of Dental Public Health to ensure a smooth, efficient operation; works under occasional supervision; performs office management duties; prepares and disseminates reports; assists with the preparation of documents for meetings; interfaces with external entities; may perform some designated duties of immediate supervisor during periods of absence; assists with the management of work study students; oversees special projects as designated by the immediate supervisor. Performs administrative support duties and makes work related decisions in accordance with existing policies and procedures.

Essential Functions (Principal Duties and Job Responsibilities):

• Maintain the immediate supervisor’s daily schedule.
• Managing daily calendars for multiple faculties, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes as directed by faculty
• Schedules, maintains, and prioritize executive calendars for appointments, meetings, and travel. Plans and organizes the administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development.
• Provide and manage administrative, expense and logistic support for the office suite, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
• Make travel arrangements for the immediate supervisor and other departmental faculty.
• Coordinate travel arrangements and create expense reports in a timely manner
• Prepares and disseminates reports.
• Meeting Minutes for the Department
• Establishes and maintains filing systems for records, files, and documentation. Maintains confidential materials and records.
• Assist with the maintenance of student files including but not limited to final grade entry, filing and assist with the compliance of required paperwork.
• Scan and shred paper documents in compliance with records retention policy.
• Assists with the administering and coordination of Public Health Office activities.
• Assists in the development and implementation of office procedures and work study schedules.
• Functions as liaison with other departments, faculty, staff, students and external organizations.
• Build and maintain good business relationships with executives and administrative staff across the institution
• Plans, schedules departmental meetings.
• Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings, conferences, and other programs
• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
• Organize and manage meetings, off-sites and team-based events for training, development, recognition, and other organizational initiatives.
• Composes, formats and types correspondence using PC applications including word-processing and spreadsheets.
• Performs a variety of complex word processing such as creating/drafting correspondence, memos, and documents from rough draft, under verbal instruction, or independently. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics, reports, or statistical data
• Coordination of Mobile Dental Unit
• Supporting the community-based programs of the Public Health department and the Health Careers Opportunity Program
• Assist with processing documentation of community events.
• Assist with proctoring of exams.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Assists with faculty credentialing and tracking for the department, including credentials, appointment status, research and possible adverse action.
• Performs other related duties as assigned.
• Support any and all activities of the Dental Public Health department.
• Acts as a resource to other administrative support and provides training on processes and procedures.
• Assist with the processing of affiliation agreements
• Drive key team activities and events (such as all-hands meeting, team meetings, conferences, and social events)
• Operates and maintains office equipment (fax, printer, photocopier), and may order office supplies.

Knowledge, Skills and Abilities Required:

• Ability to maintain filing and record keeping systems.
• Demonstrated knowledge of office proficiency in various PC based applications such Microsoft Office 360, Outlook, etc. including word processing spreadsheet applications to include Microsoft Word, Excel, Power Point, Exam Soft and other software utilized by the department.
• Comprehensive knowledge of institutional policies and organizational structure.
• Demonstrated interpersonal skills necessary to establish and maintain effective working relationships with internal and external contacts.
• Effective verbal and written communication skills.
• Strong composition and editing skills.
• Good organization and time management skills.
• Ability to plan, schedule and coordinate meetings.
• Working knowledge of accounting principles and procedures including budgetary processes.
• Sufficient training skills to work with assigned staff.
• Excellent time management skills
• Scheduling appointments, updating calendars.

Education and Experience Required:

• Bachelor’s Degree from an accredited college or university with a minimum of four (4) years of related experience is required.