Job Description:
Coordinates and manages offices activities and workflow processes to ensure smooth efficient operations within the department. Performs administrative support duties and makes work-related decisions in accordance with existing policies and procedures. Position may oversee the work activities of lower-level support personnel. Position may perform designated duties of immediate supervisor during periods of absence.
Daily Operations
Office Operations/Coordination
- Administers and coordinates department activities and office services as per the Dean's Office
- Oversee maintaining Dean's Office Standard Operating Procedures,
- Manage day-to-day office tasks including answering the phone and assisting with messages for inter-office staff and administrators.
- Plans, schedules and facilitates meetings of office staff, deans and faculty
- Maintains organization of the Office Calendar.
- Assists with managing the Dean's emails (responding, forwarding, filing, etc.) along with follow up tracking and communication.
- Acts as liaison with other departments, faculty, staff, students and external organizations and responds to inquiries regarding departmental policies, procedures and functions.
- Serves as a back-up to the Executive Associate for composing, formatting and typing correspondence, and assists with the completion of DEC and Dean's Team meetings.
- Composes, formats and types correspondence using PC applications including word processing and spreadsheets.
- Annual reporting and data collection for School-related programs such as Oral Health Day, Adopt-a-Grandparent Day, Match Day, Senior Awards, etc.
- Assists in collecting and preparing regular reports for the Board of Trustees and grants such as Title III, COE, and HCOP.
- Maintains emergency contacts for faculty and staff.
- Coordinates Accreditation Programs, assists with cataloguing accreditation data and maintains accreditation documents in a centralized area.
- Updates the Dean's Dossier Notebook and CV as accomplishments occur, at least quarterly.
- Responsible for the content maintenance of the School of Dentistry portion of the website.
- Updates and maintains accurate information on the MMC website.
- Management of social media communication for the School of Dentistry in conjunction with the Director of External Affairs and Marketing.
- Assists with recruitment by managing faculty hiring notifications on various websites and provides assistance to search firms by providing pertinent information.
- Manage, prepare, and disseminate monthly/quarterly SOD communication updates for the school newsletter (digital and/or video) and
- Performs other related duties as assigned.
Required Skills
- Comprehensive knowledge of institutional policies, procedures and organization structure.
- Demonstrated proficiency in various PC-based applications including word processing and spreadsheets.
- Demonstrated knowledge of various social media platforms and processes.
- Effective verbal and written communication skills. Strong composition and editing skills. Good organization and time management skills.
- Work knowledge of accounting principles and procedures including budgetary processes.
- Sufficient supervisory and training skills to work with assigned staff.
- Demonstrate interpersonal skills necessary to establish and maintain effective working relationships with internal and external contacts.
- Demonstrate sufficient organizational skills and experience in developing streamlining processes
Required Education and Experience
- A master's degree from an accredited college or university and a minimum of four (4) years of related experience is required.
- Experience in working in administrative management in an academic environment preferred
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