"Community Outreach Administrative Assistant"

Job Description

The Community Outreach Administrative Assistant provides administrative and operational support to the College of Dental Medicine's community-based education program. This role supports clinical faculty and the team responsible for coordinating 4th-year dental student community rotations. The position plays a vital role in facilitating smooth communication with community partner sites, ensuring accurate documentation, and supporting the logistics that make community-based dental education successful.

Essential Duties and Responsibilities:

• Provide administrative support to clinical faculty and the Community Outreach/Rotation team, including scheduling, correspondence, and document preparation.
• Coordinate logistics for 4th-year community rotations, including student placement, site communications, schedules, and compliance documentation.
• Serve as a contact for community partner sites regarding contracts, scheduling, and administrative needs.
• Maintain accurate records related to rotations, attendance, evaluations, program compliance, including preceptor onboarding and tracking.
• Assist in preparing reports, presentations, and data tracking for accreditation and institutional reporting.
• Support onboarding and orientation processes for students participating in community rotations.
• Manage calendars, meetings, and communications for the outreach team and faculty.
• Monitor program expenses, assist with budget documentation, reimbursements, and supply needs.
• Coordinate events related to community engagement, recognition, or site visits. May require assistance with after hours events such as Third Thursday, White Coat Ceremony, etc.
• Ensure adherence to university, clinic, and partner site policies and procedures.
• 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).
• 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.
• Support various CDM Committees, as necessary.
• 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.

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