This person will provide support to our Preclinical Dentistry area along with administrative personnel in related areas. This is a 50% position where preferred days Monday - Thursday for 20 hours per week.This position’s main responsibilities include:
Pre-doctoral Program Support - 80%
Course Support - Preparation and organization of course materials for all Restorative Sciences Department preclinic courses: Oral Anatomy, Endodontics, Complete Dentures, Removable Partial Dentures, Fixed Partial Dentures, Occlusion, Fixed Prosthodontics, Implants, Operative I, Operative II and Operative III. This includes ordering materials and supplies for courses and labs, as well as updating and maintenance of course websites (creating/establishing Canvas for preclinical courses and training of faculty -- currently not used). Proctor and support exams, including the OSCE comprehensive exam for all Juniors and Seniors; support PASS program exams/grading.
Pre-clinic Lab Schedule - Preparation and organization of the pre-clinic lab schedule. This includes coordinating with appropriate division administrative support for faculty coverage, recording/tracking of faculty attendance/vacation, and making arrangements in times of need (e.g. absence). Assist with assignment of lab benches. Coordinate Dental Sim Clinic scheduling.
Student Support - Recording, calculating, monitoring and distributing student clinical grades and competencies.This includes proactively communicating with students and faculty, acting as a liaison between students and faculty, and troubleshooting/investigating and resolving discrepancies.
Office Administrative Support-15%
Serve as first point of contact for the Pre-Clinic area. Answer phone, email, in-person requests; triage inquiries. Maintain Department/Pre-Clinic conference rooms scheduling (4-210B/C/G).
Provide support to Pre-Clinic Program Director, as well as all Pre-Clinic full-time and adjunct faculty. This includes calendar/schedule maintenance, correspondence, mail, travel arrangements, developing reports, scheduling/preparing/attending meetings, copy/printing, and other administrative requests.
Maintain electronic (shared drive) and physical filing systems.
Initiate and partner with Department Administrator on faculty recruiting and promotion efforts. Provide support for personnel searches, including adjunct and visiting faculty; assist with HR/onboarding process; maintain faculty files.
Act as financial preparer - order lab, clinic and office supplies and equipment via purchases orders, UMarket, in accordance with University policy and PCard reconciliation/expense reimbursement.
Plan and coordinate Pre-Clinic meetings and events.
Contact Facilities Management when necessary; maintain clean and orderly office space.
Other duties as assigned -5%
Serve on and/or provide administrative or other support for Division, Department, School and University-wide committees and groups, as appropriate.
Provide backup for team members (Prosthodontics and Operative Dentistry, in particular) as needed and other special projects as assigned.
Continue professional development through attendance of courses, workshops, seminars and other meetings as appropriate.
Hourly Salary Range: $15.69 to $22.47 USD/hour
The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
Student loan forgiveness opportunity
Opportunities for growth and promotion
Employee Assistance Program
For more information regarding benefits: https://humanresources.umn.edu/sites/humanresources.umn.edu/files/2019_tcd-cslr-75100-ben-0105-7.pdf
All required qualifications must be documented on application materials.
High School Diploma/GED and two years of related office and administrative experience. Training/education may be substituted for up to one (1) year of experience.
Computer experience required, with demonstrated proficiency/experience in Microsoft Office Suite and Google Applications.
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.
Demonstrated ability to independently solve problems and answer questions from students, staff and faculty; refer to the Administrative Supervisor/Division director and other offices as needed
Experience scheduling meetings and special events, often requiring sensitive, timely communications with faculty, students, and coordination within an academic or business setting. 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 Project Management skills to orchestrate the course work materials with instructors.
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
Internal Number: 328341
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.