Sr. Administrative Assistant- IL- College of Dental Medicine

Midwestern University • Downers Grove, IL

3d

About The Position

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 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 to include multi-line telephone system, facsimile machine, computer, printer and 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 use of Canvas platform, Respondus, and Midwestern University Testing Center application to setup courses and modules, creates quizzes and tests, enters grading, and provides reports. Prepares and confirms all continuing education documentation, memberships 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.

Requirements

• High school diploma or equivalent required.
• One-year certificate from a college or technical school and/or Associate degree highly desired.
• A minimum of 3-5 years relevant work experience is required.
• Experience working in a team and customer service-oriented environment.
• Excellent written and verbal communication skills.
• Computer proficiency in MS Office 365 (Word, Excel, Outlook) and database management skills including OneDrive cloud.
• 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 organization.
• 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.
• Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to interpret bar graphs.
• In stressful circumstances, identifies, evaluates and addresses the needs of faculty, students, patients, staff and related stakeholders.
• Demonstrates excellent organizational skills with 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.

Nice To Haves

• Previous experience in an educational institution and/or a dental institution is desired.

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 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 to include multi-line telephone system, facsimile machine, computer, printer and 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 use of Canvas platform, Respondus, and Midwestern University Testing Center application to setup courses and modules, creates quizzes and tests, enters grading, and provides reports.
• Prepares and confirms all continuing education documentation, memberships 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.

Benefits

• We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.
• We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.
• We offer a work life balance with competitive time off package including paid holiday's, sick/flex days, personal days and vacation days.
• We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.
• Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree