Administrative Assistant Senior - School of Dentistry

West Virginia University•West Virginia, WV

6d•Onsite

About The Position

The School of Dentistry at West Virginia University is currently accepting applications for a Senior Administrative Assistant. The primary responsibility of the position is to assist the Dean of the School of Dentistry with all administrative matters. The incumbent regularly generates correspondence to the Vice President of the Health Sciences Center, Associate and Assistant Deans of the School of Dentistry, and Department Chairpersons regarding applicable School of Dentistry and Board of Trustees Policies and Procedures. The position has operational responsibility for the administrative office of the Dean and plans and coordinates special events.

Requirements

Bachelor's degree or equivalent experience
A minimum of two (2) years of experience in high-level, executive office experience
A minimum of two (2) years of experience in high-level office experience in higher education
A minimum of two (2) years of various PC related experience
Any equivalent combination of related education and/or experience will be considered.
All qualifications must be met by the time of employment.
In-depth knowledge of School of Dentistry policies and procedures
Demonstrated excellent oral and written communication skills
Ability to communicate effectively in controversial situations
Demonstrated ability to plan, coordinate, and initiate actions necessary to implement administrative or group decisions or recommendations
Demonstrated ability to plan, organize, and set priorities regarding work to be accomplished
Demonstrated ability to multi-task effectively
Demonstrated ability to develop and maintain positive and productive working relationships
Demonstrated ability to reason logically and analyze and solve problems
Demonstrated ability to maintain proper unit attendance and punctuality standards
Demonstrated advanced skills in the operation and use of various software programs associated with a PC
Ability to carry out assignments without detailed instructions
Demonstrated ability to speak in public before groups and/or on working committees to articulate the activities of the School.
Demonstrated knowledge of social protocol
Ability to understand and carry out basic accounting functions
Experience working with diverse groups

Responsibilities

Assists the School of Dentistry Dean with all administrative matters, exercising sound judgment and possessing knowledge of matters involving the School and/or the Dean.
Maintains a level of awareness and preparedness to respond to activities and changes within the organization.
Maintains awareness of current issues affecting the organization and keeps the Dean abreast of these issues.
Maintains an awareness of all pending matters in which the Dean is involved, ascertaining status and providing updates and reminders.
Becomes highly knowledgeable of established policies and responds to questions on behalf of the Dean.
Determines priorities of own workload and on issues in which the Dean is involved.
Assists the Dean with meeting deadlines, maintaining a tracking system, and working with other administrators to assure appropriate action has been executed.
Maintains schedules and calendar for the Dean, including coordinating meeting logistics, arranging special equipment, attending meetings, synthesizing information into narratives, and managing travel and reimbursement processes.
Receives and reviews all mail for the Dean, using independent judgment to route information and suggesting responses.
Prepares correspondence for the signature of the Dean, some without supervision, including memos and letters to various institutions and organizations.
Collects materials and prepares special reports as requested by Vice President and/or Dean for the President, Board of Trustees, state legislature and/or others.
Follows up on pending matters involving the Dean.
Receives and diplomatically handles all calls and visits from various stakeholders, determining priority if referring on to the Dean.
Manages Human Resources related processes for faculty and staff databases, facilitates faculty search and status changes, prepares HR and payroll documentation, recognizes employment related problems, and manages leave reporting systems.
Oversees the operation of the Dean’s office, including supervising the Administrative Assistant, maintaining confidentiality, managing the filing system, and preparing office related policy and procedure manuals.
Coordinates special projects and/or special events, including accreditation activities, faculty recruitment, evaluations, promotion and tenure, receptions, dinners, luncheons, seminars, and other special meetings.
Provides functional guidance to departmental secretaries who perform routine clerical duties for the School of Dentistry.