Administrative Coordinator, College of Dental Medicine

Responsibilities

• Serve as the primary point of contact in the Dean's Office reception area by greeting visitors, answering phones, screening calls, responding to questions, taking messages, monitoring emails, and referring individuals to other personnel or offices as appropriate.
• Oversee and carry out various day-to-day departmental administrative functions.
• Coverage and completion of various tasks for the Dean, senior administration, faculty, and staff, including scheduling, meeting coordination, work order submissions, travel coordination and reconciliation, and faculty and professional staff reimbursements.
• Organize and maintain departmental files and records, frequently involving cross-filing and cross-reference systems.
• Maintain logs and other manual and electronic recordkeeping systems related to assigned functions.
• Serve as a liaison with students, faculty, staff, patients, and other department or University constituents, as needed, by explaining policies and procedures, answering questions, coordinating services or assistance, and handling special requests or problems, routing to senior staff as appropriate.
• Aid in the signature approval process and routing of administrative and financial documents.
• Compile information from manual and computerized records and files for regular and special reports and in response to specific requests from the supervisor or other staff members.
• Set up meetings as requested, including scheduling participants, reserving rooms, coordinating room setups, placing catering orders, sending electronic appointments, and tracking responses.
• Provide support for and/or participate in CDM committees as necessary, including preparing reports and letters, taking minutes, and tracking actions and recommendations.
• Absorb responsibilities for and/or participate in planning annual events, lectures, and other special events.
• Oversee office supplies and inventory.
• Aid in employee onboarding and orientation.
• Perform other specialized or technical administrative tasks related to the department's primary functions.
• Train cross-functionally to support other CDM staff with job duties during temporary periods of increased workload or when staff are on leave.
• Perform other related duties as assigned.

Qualifications

• Aceess Associate's degree plus 2-3 years of relevant clerical and administrative support experience, or an equivalent combination of education and experience from which comparable knowledge and skills are acquired.
• Broad base of general and specialized clerical and administrative skills, including typing/word processing, filing, phone and office reception, electronic communications, and customer service.
• Excellent administrative and organizational skills, including experience organizing and maintaining moderately complex filing and records systems.
• Previous experience with computerized information systems required.
• Strong computer skills, including proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and Google Suite.
• Familiarity with standard office equipment and software.
• Strong multitasking, time-management, and prioritization skills to effectively manage office workflows.
• Self-motivated with strong attention to detail.
• Excellent data entry skills.
• Ability to handle confidential information with discretion.
• Excellent reading, spelling, grammar, general writing, and math skills.
• Ability to interact effectively with a wide variety of University personnel, students, patients, and outside individuals or organizations.
• Prior higher education or dental practice experience is a plus.