Administrative Assistant - Dental

WVU Medicine

1d•Onsite

About The Position

The Administrative Assistant supports the daily operations of the dental department. The position is located in a clinical environment but does not involve direct patient contact except to direct patients as necessary. The incumbent provides administrative, financial, scheduling, faculty, student-record, and committee support while maintaining confidentiality when required.

Requirements

High school diploma or equivalent and two years of additional training or related experience; one year of secretarial training may substitute for experience.
Basic computer knowledge and ability to operate standard office software, including Microsoft Office applications.
Excellent verbal and written communication skills.
Knowledge of medical or dental terminology.
Basic mathematical skills.
Ability to operate standard office equipment using manual dexterity.
Ability to meet the physical demands of prolonged sitting and walking to areas throughout departments or the complex, sometimes using stairs or elevators.

Nice To Haves

Associate degree in a related field.
Two years of experience in a higher education office support setting.

Responsibilities

Monitors departmental funds and accounts, provides expenditure information to the department chairperson, and assists with departmental budgets in collaboration with the Dean’s office.
Maintains non-clinical departmental inventory and processes supply orders.
Manages the department chairperson’s calendar and schedules, and prepares materials and information for meetings.
Coordinates travel arrangements and itineraries in accordance with applicable School of Dentistry, WVU, and WV policies and procedures.
Creates, edits, and composes routine and non-routine reports and correspondence, maintaining confidentiality when required.
Screens and routes telephone calls, answers questions within the scope of knowledge, and handles patient issues and complaints, referring them as appropriate.
Arranges and attends meetings and prepares minutes as needed.
Provides faculty support, including obtaining research materials, preparing presentation materials, and directing faculty to relevant guidelines, policies, and procedures.
Calculates statistics for departmental reports, which may include patient and teaching statistics.
Participates in monthly meetings as requested to share departmental updates and stay informed about School updates.
Interacts with referring practitioners as needed.
Maintains student progress and remediation records and enters student grades into grading systems as needed.
Assists faculty in preparing teaching materials for lectures, labs, or clinics.
Picks up, reads, sorts, and delivers mail as appropriate.
Supports search committees and other committees as assigned.