Administrative Assistant, Endodontics

Indiana University (IU) School of Dentistry has been advancing oral health in the state and beyond since 1879. The mission of the Department of Endodontics is to provide education and conduct research in the biology of the dental pulp and the diagnosis, prevention, and treatment of diseases and injuries of the pulp and associated periradicular tissues.

About the role

The Administrative Assistant for Endodontics provides comprehensive administrative support for both the predoctoral and graduate residency programs. This role coordinates departmental operations, financial and procurement activities, faculty support, exam administration, scheduling, and leadership support to ensure the efficient day-to-day functioning of the department.

Responsibilities

Department-Specific Responsibilities

• Serves as the primary point of contact for departmental operations in a fast-paced academic environment.
• Reconciles departmental accounts and monthly financial transactions to ensure accuracy and compliance with university policies.
• Acts as a key member of the department procurement process.
• Coordinates faculty and leadership travel arrangements, travel authorizations, and reimbursement processes.
• Develops departmental procedures to improve patient and customer service.
• Coordinates the creation, configuration, and administration of exams and quizzes using ExamSoft. Tracks exam schedules and publishes assessments according to established timelines.
• Maintains faculty records and provides guidance regarding administrative procedures and academic processes.
• Provides direct administrative support to department leadership.
• Manages complex calendars, schedules meetings, coordinates Zoom and hybrid meeting logistics, and oversees annual review scheduling.

General Responsibilities

• Provides administrative support to executives, exercising confidentiality, tact, and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Manages executive's calendar, meetings, travel, correspondence, and budget.
• Acts as an informal resource for colleagues with less experience; responds to more complex or escalated inquiries.
• Identifies, enhances, and follows specific processes and procedures to maximize efficiencies.
• May perform other duties related to maintaining an internal website and/or working with social media.

Requirements

• High school diploma or equivalent (such as HSED or GED).
• 4 years of relevant experience.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

Skills

• Excellent organizational skills.
• Ability to maintain confidential information.
• Strong verbal communication and listening skills.
• Excellent collaboration and team-building skills.
• Excellent judgment and decision-making skills.
• Effective conflict management skills.
• Ability to effectively operate a computer and other standard office productivity equipment.

This position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Pay

$22.00 - 23.50 per hour based on experience and internal equity.

Schedule

8:00 a.m. to 5:00 p.m. Monday through Friday.

Benefits

• Comprehensive medical and dental insurance.
• Health savings account with generous IU contributions.
• Healthcare and dependent care flexible spending accounts.
• Basic group life insurance paid by IU.
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance.
• Base retirement plan with generous IU contributions, subject to vesting.
• Voluntary supplemental retirement plan options.
• Tuition subsidy for employees and family members taking IU courses.
• 10 paid holidays plus a paid winter break each year.
• Generous paid time off plans.
• Paid leave for new parents and IU-sponsored volunteer events.
• Employee assistance program (EAP).

This is an in-person position located at IU School of Dentistry, Indianapolis, Indiana.