(30%) Administrative Support in the Outreach Division
Support Division Director and Assistant Director (schedule meetings, Google Calendar, correspondence);
Respond to general inquiries and represent the Outreach Division in the absence of the Assistant/Director of the Outreach Division.
Supervise and mentor division work study employees.
Outreach point of contact for EFS duties: purchase Outreach Division supplies, arrange for travel, process expense reimbursements, create purchase orders, conference registration, reconcile PCard purchases following the UMN policy;
Cross-train with MDC Assistant Director and Patient Care Coordinator on EFS duties related to the Mobile Dental Clinic;
Schedule meetings and create agendas for the Outreach Division Director/Assistant Director with the Chair of the Department of Primary Dental Care and the Executive Assistant;
Schedule biannual meetings with the leadership team at NACC Dental Clinic;
Prepare agendas, attend meetings, record & disseminate minutes as needed;
Monitor daily and advanced excused student absences from Outreach and coordinate with the School’s Scheduling Coordinators and Outreach clinic faculty onsite to substitute students within the Outreach schedule as needed; Monitor and update Outreach student schedules, create grids for Scheduling Coordinators, and review Outreach student schedules to ensure their accuracy prior to disseminating to the Outreach clinic sites;
Order all Outreach Division office supplies as needed and back-up MDC Services Coordinator when MDC supplies are needed;
Create Outreach print materials as directed;?
(25%) Curriculum Support for Outreach Division Courses
Ensure weekly reminders are sent to students to enter all patient encounter information into Axium Forms;
Track reflection essays for all DDS students prior to graduation and report to Outreach Division Director;
Track patient encounter entries for DDS, DT, and DH students prior to the end of each semester and report to Outreach Division Director;
Send email reminders to students near the end of each semester to ensure they have completed the Outreach course requirements before grades are posted;
Pull Axium Forms reports as requested;
Respond to student inquiries and troubleshoot user issues for students with the assistance of the Axium Forms Administrator;
Outreach Moodle/Canvas Course Management:
Update the Outreach Moodle/Canvas course website as needed and ensure student enrollment is completed each semester;
Track student course requirements/ deadlines and report to Outreach Division Director;?
Lead Outreach Moodle course transition to Canvas;
Communicate clearly and professionally with students and faculty in order to explain Outreach policies and procedures, while working to independently and proactively resolve problems;
Independently compose and send professional communications to all stakeholders of the Outreach Division, which includes but is not limited to students, faculty, staff, community leaders and agencies, healthcare workers, and affiliate partners;
Disperse Outreach Student Calendars via email to the appropriate Outreach sites each semester, along with a message about any important dates;
Understand and communicate the different forms of financial support available to students after completing rural outreach rotations and MDC rotations;
Create AHC 1Health reports according to the outreach student schedules and send prior to the beginning of each semester
Reserve space, inform students, print materials, and set up for meetings with students about different outreach rotations they are selected to participate in;
Enter grades at the end of the semester for DDS and DT students;
Communicate with faculty and students about CoursEval requirements, ensure their completion, pull CoursEval reports each semester and send to Outreach Division Director;
(20%) HR Support for New & Existing Division Faculty
Coordinate the interview and hiring process from beginning to end for faculty and affiliate faculty in the Outreach Division;
Lead the on-boarding process for new affiliate hires in the division including preparing Position Request Forms, collecting required documentation, HIPAA training, Axium access, clinic ID, UCard, MN dental license, immunization records, and CPR certification;
Update faculty/affiliate faculty roster and report status to the Outreach Assistant Director;
Create, collect, and send documents to current affiliate faculty to ensure their appointment does not expire during their time at outreach locations;
Assist the Assistant Director in orienting new affiliate faculty and faculty to the division, set up orientation schedules with input the Assistant/Division Director;
Independently monitor and manage the NACC, ESFC, and MDC faculty schedules in Google Calendar and identify faculty to fill in as needed;
Manage faculty vacation schedules and required documentation;
Send Human Resources representative part-time affiliate faculty dates/time worked at the end of each pay period;
Cultivate positive and professional relationships with all faculty in the Outreach Division;
Maintain communication protocols between division, finance, HR, and department offices;
Provide support for personnel searches and other complex events.
Manage parking key cards and vouchers for part-time faculty and visitors to the Outreach Division;?
(15%) Outreach Division Website Maintenance
Manage and monitor the Outreach internet and intranet google websites on a continuous basis;
Send communication to the Outreach site Dental Directors to ensure all site specific information is up to date;?
(10%) Special Events Coordination
Assist the Assistant Outreach Director with hosting the annual Outreach Dental Review CDE course for Outreach Division faculty and affiliate faculty;
Request event space and work with the Division Director and Assistant Director to plan and execute the annual Student Outreach Information Session;
Assist in the planning of the School’s Rural Practice Event;?
Other duties as assigned.
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
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: 328782
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.