Administrative Assistant II, Community D

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.

About the role

This Administrative Assistant position provides overall clerical and office support to the Department of Community Dental Sciences and other Department Administrators, as well as managing student schedules and records. This role also assists faculty and patients in the School of Dentistry. This is an in-person position based at the School of Dentistry.

Responsibilities

• Provide clerical support to the Department of Community Dental Sciences; including word processing, correspondence, filing, photocopying, distributing memos/documents, finalizing and processing legal requests, ordering departmental supplies, scheduling meetings and making room reservations, collecting and distributing departmental mail.
• Provide direct support for the Chair, Dept. of Community Dental Sciences, Director of Externships, and Manager, Community Dental Sciences.
• Track service points, block rotation switches, absences, medical consultations, and immunizations for all dental students.
• Assist the QI/QA Coordinator by maintaining compliance requirements for employees, residents, and students, which includes but is not limited to maintaining student and employee databases. Work with external credential agencies to monitor and maintain compliance.
• Respond to telephone and in-person requests from faculty, staff, students, patients, and visitors. Refer callers to appropriate departments as necessary, respond to patient concerns, and assist to facilitate a timely resolution.
• Maintain records of student clinical activities at affiliated external clinics including compliance, performance, professionalism, and risk management.
• Coordinate student volunteers for open clinics during school closures.
• Schedule and track CPR re-certification, TB testing, and Flu Clinic for clinic faculty, staff, students, and residents.
• Update and maintain the internal phone lists, student class lists, and contact information for Affiliate External Clinics.

Requirements

• High school diploma or GED.
• Minimum of two years of experience in an office support role.
• Excellent organizational and customer service skills.
• Excellent written and verbal communication skills.
• Discretion, flexibility, and courteous demeanor.
• Ability to maintain confidentiality.
• Ability to work and communicate with people from a diverse population.
• Ability to work independently with little supervision and frequent interruptions in a dynamic, fast-paced environment.
• Ability to multitask and prioritize daily workload.
• Computer competency with Microsoft Office Suite (Word, Excel, PowerPoint).

Benefits

Marquette University offers a rich and competitive Total Rewards package including:

• Medical, dental, and vision coverage.
• 403(b) retirement plan with up to 8% university match.
• Generous time off package.
• Tuition benefits for employees, spouses, and dependents with no payback requirement.
• Investment in employees' career journey through skill diversification, deepening expert knowledge, leadership training, and a culture of respect and inclusion.
• Focus on personal wellbeing and healthy work-life balance.