Administrative Assistant Sr

Administrative Assistant Senior

The Administrative Assistant Senior will coordinate and manage activities as they relate to the Associate Dean of Community Based Collaboration and the Course Coordinator for the Expanded Function Dental Assistant Program in Restorative Dentistry, School of Dentistry to ensure a smooth efficient operation; works under general supervision and direction; performs office management duties; manages and coordinates the mobile unit calendar, collects and prepares data for analysis; assists in the preparation of documents related to accreditation and Board of Trustees meetings and other meetings as identified by the Associate Dean of Community Based Collaboration and Course Director for the Expanded Function Dental Assistant Program in Restorative Dentistry. Will perform administrative support duties as assigned.

Essential Functions (Duties and Responsibilities)

• Assists in answering the phone, scheduling appointments, coordinating meetings, interviews, compliance related events, scanning, copying, uploading / downloading documents, and other duties as may be assigned on occasion. Take and prepare meeting minutes for EFDA, Community Based Collaboration and school related committees
• Manages and updates the mobile unit calendar (including Shelbyville, digital dentistry, etc.), EFDA course schedule, and the community-based activity calendar.
• Assist in the monitoring and collection of documents from departments / units for compliance on mobile unit / Shelbyville Clinic
• Compile data from the mobile unit / Shelbyville Clinic and other community-based outreach projects and submit to Institutional Research for analyzing and use for grants and necessary recorded information.
• Assist in preparation of documents for dental school / college accreditation and Board of Trustees requirements for quarterly and annual meetings.
• Coordinate with marketing and the project coordinator (Dean's office) to gather information needed for newsletters, social media, marketing and the website.
• Serve as liaison with other departments, faculty, staff, students and external organizations in responding to inquiries relating to policies, procedures and functions within Community-based collaboration, and EFDA.
• Compose, format and type correspondence using PC applications including the Microsoft suite, (Word, Excel, Paint, PowerPoint) and spreadsheets, tables, and graphs
• Maintain office filing system (digital and hardcopy), ensuring all documents are easily accessible and secure with appropriate system backups through appropriate coordination with OIT.
• Complete Travel Authorization and American Express Request for Disbursement (RFD) Reports for Community Based Collaboration, the EFDA program, and Shelbyville.
• Order supplies / equipment / services, prepares requisitions, obtains invoices from vendors and follows up regarding vendor payments on AxiUm, keeps up with the mobile unit work log book.

Knowledge, Skills and Abilities :

Education and Experience :

Environmental Conditions and Physical Demands :