Overview: This Executive Office and Administrative Specialist will work as part of the administrative support team in the Department of Primary Dental Care, supporting the Division of Dental Public Health in its academic, administrative, clinical and research mission. This position calls for an experienced professional who can multi-task, think proactively, work independently and as part of a team to grow the profession of the next generation of oral healthcare professionals. The Dental Public Health administrative professional provides primary administrative support for the division director and faculty in the division that houses the majority of the curriculum for the Department of Primary Dental Care.
Administrative Support to Dental Public Health Division Director & Faculty (30%)
Support Division Director and Director of Global Health activities including managing Google Calendar to schedule meetings within the School of Dentistry and with internal and external stakeholders
Attend meetings and take minutes
Represent the Division of Dental Public Health through timely email and other written correspondence, phone calls, in person visits
Manage EFS purchasing for the division including arranging domestic and international travel, processing expense reimbursements, conference registrations, and reconciling PCard purchases following UMN Policy
Schedule division meetings, attend and take minutes when needed
Manage the calendar for Loupe Library reservations
Provide back-up assistance for the Department of Primary Dental Care chair
Supervise student workers as needed
Curriculum Support Lead for Division of Dental Public Health (30%)
Provide administrative support to course directors in the Division of Dental Public Health
Maintain proficiency in course software (currently Canvas) and update course sites as needed
Communicate with Office of Measurement Services for test grading, and enter final grades into PeopleSoft system
Coordinate Ethics course small group salons for the division director which includes: course preparation, registration, scheduling, coordination of volunteer facilitators, tracking student participation requirements, tabulating assessments, and
Grant Support (10%)
Set up grant contracts
Assist division director, other research faculty, grant writer, or grants management personnel in the coordination and implementation of research grants
Complete all necessary vendor documentation, contracts for professional services, and monthly billing for grant services
PEW Site Visit Coordination and Support (25%)
Assist department chair, department administrator, division administrators and other faculty in the coordination and implementation of PEW Charitable Trust site visits,
Evening and early morning attendance on the dates of the site visits for preparation and check-in
Preparation and coordination of other site visit organizational responsibilities as needed
Complete purchases, expense reimbursement, necessary vendor documentation, contracts for professional services, and monthly billing for grant services, and other tasks as needed or assigned
Other Duties as Assigned (5%)
Salary Range: $16.18 to $27.21 USD/hour
All required qualifications must be documented on application materials.
High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
Computer experience required, with demonstrated proficiency in Microsoft Office Suite and Google Applications.
Experience in making travel arrangements for executives, faculty, or similar; experience with expense reimbursements for travel and/or conference fees, etc.
Experience working with confidential data (student, health records or financial data) and demonstrated high level of confidentiality is required for this position.
Demonstrated experience in oral and written communication, writing clear, concise letters or e-mail messages with accurate spelling, punctuation, and grammar.
Demonstrated experience in using interpersonal, organizational and problem-solving skills, multitasking in a fast-paced environment, working independently, showing initiative, and meeting deadlines.
Demonstrated/documented exceptional customer service skills and professional demeanor are critical to success in this position.
Able to independently solve problems and answer questions from students, staff and faculty; refer to the Division Director and other offices as needed
Explain complex policies and procedures to a wide range of audiences
Experience scheduling meetings and special events, often requiring sensitive, timely communications with faculty, students, and coordination with University offices and stakeholders throughout the dental profession. Ability to prioritize and make daily decisions regarding the Division Director’s calendar.
Experience with financial processing including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement.
Demonstrated experience managing and manipulating spread sheets including mail merges/data entry, ability to handle confidential material, event planning and project management
Experience supporting graduate or undergraduate student programs
Experience scheduling meetings and small events and taking minutes in meetings
Experience in health science or Dental field; supporting dentists or dental hygienists
Demonstrated ability to accurately complete time-sensitive work with high attention to detail
Demonstrated ability to maintain established work standards and procedures, as well as adapt easily to procedural changes
Demonstrated ability to work independently
Trained in the UMN EFS system for purchasing, travel and expense reimbursement desired
The duties will require some light to moderate lifting as well as walking and standing for long periods of time and an early evening may be needed occasionally for meeting attendance
* The Employer retains the right to change or assign other duties to this position*
Internal Number: 326969
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.