Administrative Assistant, Senior

Position Summary

Coordinates and manages office activities and workflow processes to ensure smooth, efficient operations within the department. Performs administrative support duties and makes work‑related decisions in accordance with existing policies and procedures.

Essential Functions

• Serve as the primary point of contact for the department, handling phone calls, emails, and visitor inquiries
• Manage the Academic Dean’s calendar
• Compose/edit academic letters and emails, including but not limited to letters of recommendation, good academic standing, enrollment verification, etc.
• Assist with development and proctoring of ExamSoft exams
• Assist with providing training for utilization of key Academic Affairs software applications
• Assist with creation and dissemination of course and instructor surveys
• Assist with development of class schedules
• Assist with gathering accreditation information
• Prepare meeting materials and take minutes
• Assist with processing graduation clearance
• Order office supplies and maintain organization of supply room
• Order student study/learning resources
• Assist with sign‑in for student events
• Manage student time off
• Create SOPs for office‑related duties
• Perform other related duties as assigned

Knowledge, Skills, and Abilities – Required

• Organizational skills to work with changing priorities and continuous workload
• Ability to manage multiple projects and designated office functions
• Ability to handle confidential and highly sensitive information
• Excellent verbal and written communication skills
• Strong composition and editing skills
• Knowledge of office procedures and proficiency in Microsoft 365
• Demonstrated knowledge of various virtual meeting platforms
• Ability to answer phone calls and direct them appropriately
• Ability to manage multiple Outlook calendars

Knowledge, Skills, and Abilities – Preferred

• Working knowledge of Workday, Blackboard, ExamSoft, and Simple Syllabus
• Comprehensive knowledge of the School of Dentistry’s academic policies and procedures
• Ability to maintain filing and record‑keeping systems

Education and Experience – Required

• Bachelor’s degree from an accredited college or university
• Minimum of two (2) years of related experience in an increasingly responsible capacity as an administrative assistant or similar role

Education and Experience – Preferred

• Minimum of three (3) years of related experience in an increasingly responsible capacity as an administrative assistant or similar role in a school setting with adult learners