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 in 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 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 the Canvas platform, Reposndus, and 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.