Sr. Administrative Assistant

Summary

The Senior Administrative Assistant reports directly to the Associate Dean, Preclinical Education, and is responsible for providing clerical, administrative, and project support to the Office of the Associate Dean, Preclinical Education, for the College of Dental Medicine-Illinois (CDMI). The incumbent maintains a current knowledge of CDMI’s policies, processes, and procedures to ensure efficiency and the integrity of the Program.

Essential Duties and Responsibilities

• Greets and screens incoming visitors in a professional manner, managing the needs of the visitor and, where indicated, promptly notifying the appropriate person of their arrival.
• Efficiently and accurately coordinates, updates, and maintains the calendar of events, schedules, appointments, and meetings for the faculty and the students’ quarterly and annual activities, rotations, and assignment calendars as required.
• Prepares a variety of technical, statistical, financial, and narrative reports, letters, memoranda, and other written correspondence and materials.
• Organizes and assists in planning of College of Dental Medicine-related events.
• Answers the multi-line telephone system takes accurate messages and transfers telephone calls to the appropriate person in an efficient manner.
• Receives, sorts, and distributes incoming mail and prepares outgoing mail in a timely manner.
• Develops and applies logic and common sense in relation to faculty, staff, student doctors, and external interactions within the Associate Deans’ Office.
• Operates standard office equipment, including a multi-line telephone system, facsimile machine, computer, printer, scanner, and photocopy machine.
• Performs routine and complex administrative functions, including word processing, correspondence, memos, filing, calendars, and reports using OneDrive cloud, Microsoft Office apps (Outlook, Word, Excel, PowerPoint, Teams, etc.), and Nitro Pro.
• Provides full support in the use of Canvas platform, Reposndus, and the Midwestern University Testing Center application to set up courses and modules, create quizzes and tests, enter grading, and provide reports.
• Prepares and confirms all continuing education documentation, membership dues and documentation and travel and accommodation arrangements, and prepares reimbursement documents accurately for administration and faculty, as well as external persons who are engaged for professional purposes (e.g., interviewees, site visitors, etc.)
• Provides support and back-up for all staff functions, including special projects.
• Provides for the organization, administration, security, confidentiality, and retention of clinical credentialing records for faculty, staff, and students.
• Records and maintains records and minutes of College, faculty, and staff meetings.
• Provides orientation and training for new employees, as assigned.
• Arranges accommodations and related requirements for official visitors.
• Actively supports the planning and conducting of various College processes and functions, such as student doctor credentialing exams.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The individual must be able to work in a constant state of alertness and a safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or equivalent required. One-year certificate from a college or technical school and/or an Associate degree is highly desired. A minimum of 3-5 years of relevant work experience is required. Experience working in a team and a customer service-oriented environment. Excellent written and verbal communication skills.

Computer Skills

Computer proficiency in MS Office 365 (Word, Excel, Outlook) and database management skills, including OneDrive cloud.

Language Skills

Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

Reasoning Ability

Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Other Skills and Abilities

• In stressful circumstances, identifies, evaluates, and addresses the needs of faculty, students, patients, staff, and related stakeholders.
• Demonstrates excellent organizational skills with the ability to manage multiple tasks simultaneously.
• Adapts to changing priorities and works under pressure to meet deadlines.
• Demonstrates strategic and tactical planning skills.
• Demonstrates effective written and oral communication and interpersonal skills, as related to problem-solving and conflict management, are essential.
• Demonstrates judgment and decision-making skills, particularly in areas related to policies and protocol.
• Demonstrates pleasant and professional customer-service skills.
• Demonstrates ability to work independently as well as in a collaborative fashion.
• Previous experience in an educational institution and/or a dental institution is desired.