Job Type: Staff Job Description:
The Administrative Assistant in the College of Dental Medicine (CDM) office will perform a wide range of secretarial and administrative support functions for the CDM faculty, including managing various CDM Committees and supporting the CDM Executive Office Manager. Essential Duties and Responsibilities: Greets and directs visitors; answers phones and takes messages for faculty; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals/triage, general purpose of the department) Support the Associate Dean for Clinical Education, and Patient Care, Director of Clinical Operations and faculty as students begin their clinical education Provide daily support for faculty as needed, including making travel arrangements, reconciling travel expenses, and/or preparing requisitions for expenditures/supplies Coordinate and track deadlines for external and internal reporting; facilitate report creation and submission by working with a number of internal and external CDM sources Assist with onboarding, orientation, and time management for adjunct faculty. Complete appropriate reports tracking this information both externally and internally Support various CDM Committees as necessary Support the Director for Community Outreach in the coordination of clinical rotation sites Support the clinical staff in the Oral Health Center as needed Perform a range of secretarial tasks for the CDM l Faculty that may include: Assist faculty with calendar management and scheduling appointments; Type, proof and edit correspondence, reports, presentations and other materials as requested Answer phone and greet visitors, screen calls, answer questions, take messages, refer to other personnel/offices as appropriate Photocopy, collate and distribute a variety of written materials Open, screen and distribute mail, flagging important documents and deadlines Support the CDM Executive Office Manager to facilitate meetings and group visits with and for the College of Dental Medicine Provide staff support to general University and CDM committees: record meeting minutes, follow up on Committee actions as appropriate; maintain committee files, mailing lists, and other records; serve as search committee staff liaison with applicants, including preparation of all correspondence with applicants Confer regularly with the CDM Executive Office Manager to ensure the efficient operation of the College of Dental Medicine Perform other duties as required Qualifications: Two years' experience as an administrative assistant supporting more than one person, preferred Bachelor's degree preferred Experience in an academic environment providing administrative support is highly desirable or any equivalent combination of experience, education and training which provides the required knowledge, skills and abilities Thorough understanding of sounds business management principles, policies and techniques, including good organizational and record keeping skills Ability to work under pressure, to adjust to frequent changes, handle multiple tasks, and meet deadlines Excellent written and oral communication skills in English Proficient with Microsoft Word, Power Point, Adobe, and Excel Experience with database and other computer applications helpful Strong communications skills that reflect judgment, tact and resourcefulness Ability to maintain confidentiality Knowledge of safe working procedures and security measures related to work performed Good organizational and administrative skills. Good general understanding of higher education organizational and governance structures Ability to organize and coordinate events, and work with University event planners Ability to deal effectively with a broad range of individuals and groups within and outside of the University Equal Opportunity Employer KCU is committed to promoting an equal employment opportunity workplace. Equal opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without discrimination on the basis of race, color, religion, sex, age, national origin, genetic information (GINA), physical or mental disability, pregnancy, sexual orientation, gender identity, marital status, familial status, ancestry, military and/or veteran status, and/or any other status protected by applicable Federal, state or local law.
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