Staff Assistant

Position Summary

Rutgers, The State University of New Jersey is seeking a Staff Assistant within the Department of Oral and Maxillofacial Surgery at the Rutgers School of Dental Medicine (RSDM).

The Staff Assistant performs a wide variety of administrative and academic support services to the Director of Pre-Doctoral Education clinic and faculty of the Department of Oral and Maxillofacial Surgery. The Staff Assistant ensures effective coordination of course and clinic operations, faculty and student scheduling, and communication among faculty, students, and staff. Additionally, the Staff Assistant maintains accurate academic and clinical records, supports course directors, and facilitates compliance with school and university procedures.

Essential Duties and Responsibilities

• Maintains records of students midyear and final grades for all departmental courses and forwards grades to Dental School Registrar.
• Records and maintains students' attendance in the OMFS Clinic Attendance Assignment Excel spreadsheet and Smartsheet. Notifies students of absences and/or missed sessions.
• Serves as liaison between students, faculty, staff, and Director of Pre-doctoral Education.
• Arranges for duplication of clinic and departmental forms.
• Prepares and submits purchase requisitions, check requests, and work orders as needed for the clinic. Orders supplies through Marketplace as needed.
• Participates in university-wide in-services and continuing education programs when applicable.
• Answers departmental telephones, take messages and/or forwards calls accordingly.
• Types letters of recommendations written by department faculty for dental school students, obtaining pre-addressed envelopes from students.
• Provides administrative support to course directors, including submission of syllabi in CourseLeaf, maintenance of the course schedule in Canvas, and oversight of lecture attendance.
• Streamlines clinical and didactic operations by coordinating schedule changes, ensuring balanced faculty and student coverage, arranging make-up sessions, processing rotation change requests, and maintaining updated departmental schedules and notices.

Minimum Education and Experience

• Bachelor's Degree preferably in Liberal Arts, Public or Business Administration, the Social Sciences or a related field plus one (1) year of professional level experience in a business office, government agency, or university setting.
• Equivalent experience, education and/or training may be substituted for the degree requirement.

Physical Demands and Work Environment

PHYSICAL DEMANDS:

Standing, sitting, walking, bending.

WORK ENVIRONMENT:

Clinic operations. Moderate noise.