Sr. Administrative Assistant- AZ- College of Dental Medicine

Midwestern University • Glendale, AZ

4d • Onsite

About The Position

The Senior Administrative Assistant provides general administrative and office support for the Department of Dental Medicine at the Dental Institute. The Sr. Administrative Assistant maintains a current knowledge of the College’s policies, processes, and procedures in an effort to ensure efficiency and integrity of the Program. The position reports to the Assistant to the Dean of the College of Dental Medicine. Essential Duties and Responsibilities Provide administrative support to the Assistant to the Dean, Associate Dean for Clinical Education, Clinical Directors, Full-time faculty, Part-time faculty, clinical staff, patients, and Students of the College of Dental Medicine, including: Answer telephones and direct messages appropriately Respond to emails and distribute mail Arrange meetings and schedule room use Submit IT/Maintenance help request Perform routine and complex administrative functions including word processing correspondence, memos, filing, calendars, and reports using OneDrive cloud, Epic, and Microsoft office apps (Outlook, Word, Excel, PowerPoint, Teams, etc.) Preparation of a variety of technical, statistical, financial, and narrative reports, letters, memoranda, and other written correspondence and materials Create and maintain an updated and accurate calendar of events, activities, rotations, and meetings as outlined in student quarterly and annual calendars. Act as point of contact for students in various aspects of their dental education. Operate standard office equipment to include multi-line telephone system, facsimile machine, computer, printer and scanner, and photocopy machine. Provide for the organization, administration, security, confidentiality, and retention of records for faculty, staff, and students. Provide full support in the use of the Canvas platform to set up courses and modules, create/maintain access for faculty, staff and students each quarter, create quizzes/tests, enter grading, and provide reports. Provide assistance to students including: Assist drop-ins with questions/concerns Schedule appointments, student/mentor meeting with faculty Relay information from faculty to students via email communications Coordinate with CDMA administrative support staff: Assemble documentation for faculty evaluations Create spreadsheets and other customized tables and graphs for student evaluations. Assist with special events as needed Register incoming visitors. Other duties as assigned

Requirements

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.
• This individual must have regular, predictable, in-person attendance and be able to work in a constant state of alertness and safe manner.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• High school diploma or equivalent required.
• A minimum of 3-5 years’ relevant work experience is required.
• Experience working in a team and a customer service-oriented environment.
• Excellent written and verbal communication skills.
• Computer proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Intermediate skills: 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.
• Intermediate skills: 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.

Nice To Haves

• One-year certificate from a college or technical school and/or an Associate degree is highly desired.

Responsibilities

• Answer telephones and direct messages appropriately
• Respond to emails and distribute mail
• Arrange meetings and schedule room use
• Submit IT/Maintenance help request
• Perform routine and complex administrative functions including word processing correspondence, memos, filing, calendars, and reports using OneDrive cloud, Epic, and Microsoft office apps (Outlook, Word, Excel, PowerPoint, Teams, etc.)
• Preparation of a variety of technical, statistical, financial, and narrative reports, letters, memoranda, and other written correspondence and materials
• Create and maintain an updated and accurate calendar of events, activities, rotations, and meetings as outlined in student quarterly and annual calendars.
• Act as point of contact for students in various aspects of their dental education.
• Operate standard office equipment to include multi-line telephone system, facsimile machine, computer, printer and scanner, and photocopy machine.
• Provide for the organization, administration, security, confidentiality, and retention of records for faculty, staff, and students.
• Provide full support in the use of the Canvas platform to set up courses and modules, create/maintain access for faculty, staff and students each quarter, create quizzes/tests, enter grading, and provide reports.
• Assist drop-ins with questions/concerns
• Schedule appointments, student/mentor meeting with faculty
• Relay information from faculty to students via email communications
• Coordinate with CDMA administrative support staff
• Assemble documentation for faculty evaluations
• Create spreadsheets and other customized tables and graphs for student evaluations.
• Assist with special events as needed
• Register incoming visitors.
• Other duties as assigned

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: High school or GED