Administrative Associate V

About the role

The College of Dentistry is seeking an Administrative Associate V to support the department of Comprehensive Dentistry. The ideal candidate will bring expertise in administrative support and program management.

Responsibilities

• Program Support
• Affirms departmental leadership in establishing and implementing program goals, objectives, policies, and procedures.
• Researches, analyzes, and evaluates administrative requirements for departmental programs, projects, and initiatives.
• Prepares instructional materials for didactic and laboratory courses, including syllabi, course manuals, schedules, and instructional documents.
• Develops instructional presentations and educational materials for Comprehensive Dentistry faculty.
• Captures and distributes meeting, seminar, workshop, and event logistics, schedules, materials, and communications.
• Supports departmental projects and prepares special analyses and project summaries.
• Provides technical and administrative guidance regarding departmental procedures, academic processes, and university services.
• Maintains compliance with university policies, departmental procedures, and accreditation standards.
• Administrative Support
• Coordinates daily office operations and administrative support activities.
• Manages workflow and resolves complex, sensitive, and confidential administrative matters.
• Develops and implements procedures for specialized administrative and academic functions.
• Coordinates faculty and staff travel arrangements, conference registrations, itineraries, and reimbursement documentation.
• Serves as a liaison between faculty, students, staff, and university departments.
• Recordkeeping
• Maintains fiscal, administrative, academic, and confidential departmental records.
• Verifies, processes, and reviews forms, reports, spreadsheets, tables, schedules, and other departmental documents.
• Maintains departmental calendars, schedules, and documentation.
• Finance
• Processes departmental purchasing requests, orders supplies and clinic materials, and coordinates with vendors.
• Manages and processes invoices and related financial documentation.
• Maintains accurate fiscal records and supporting documentation.
• Reviews invoices, reimbursement requests, and financial forms for accuracy, completeness, and policy compliance.

Requirements

• High school diploma or equivalent combination of education and experience.
• Five years of related experience in an administrative role.

Qualifications

• Office administration experience.
• Experience supporting teaching efforts, especially within higher education or related professional schools.
• Experience providing course support to faculty in higher education.
• Strong technical/business writing skills.
• Experience working with faculty in higher education.

Skills and Abilities

• Knowledge of word processing, spreadsheet, and database applications.
• Ability to multitask and work cooperatively with others.
• Excellent written communication, analytical, interpersonal, and organizational skills.
• Ability to work in a high stress environment.
• Ability to work with sensitive information and maintain confidentiality.
• Ability to work independently once given a project.