Division Administrative Support for Pediatric Dentistry and Graduate Program Co-Coordinator-GPR This position will support all Division faculty in the Division of Pediatric Dentistry and co-coordinate the graduate program for GPR along with UMPhysicians partners. This role is vital to the Pediatric Dentistry Division running smoothly as it plays a role in supporting courses, entering grades, managing calendars and meetings, coordinating events and responding to requests in a timely manner. This role will be the co-coordinator and main University of Minnesota School of Dentistry contact for the GPR program and its one and two year residents completing a certificate program. The ideal candidate should have administrative support experience in creating and editing correspondence, organizing events, and ideally has knowledge of or experience in the health field and possibly in academia. They also must be friendly and outgoing and able to handle multiple requests and tasks with a positive attitude and executing and accomplishing complex tasks fully and on time.
This role will work with a supervisor and a team that value equity, diversity and inclusion and have a priority and focus on working as a team to support the Department of Developmental and Surgical Sciences to the best of their abilities. This is an excellent opportunity to join a collaborative, positive, and diverse team in divisions with strong faculty dedicated to providing educations to students, contribute to our research efforts and who provide top quality care to their patients.
Duties and Responsibilities: 30% Maintain files, make and schedule travel arrangements and documents, process reimbursements for faculty and residents, process expense reports and reconcile procurement card purchases. Prepare PO’s, prepare deposits for checks/cash, set up new vendors, coordinate Contract for Professional Services, ordering of all supplies for division, receive merchandise in EFS system. Make travel arrangements and prepare travel documents for faculty; draft and prepare correspondence for division (letters, memos, course materials, type manuscripts, exams, course syllabi, etc), establish and maintain files as well as database of division contacts. Maintain and create electronic filing systems in compliance with office standards. Compile data for annual ADA survey. Assist and may coordinate mail responsibilities for 6th floor. Act as receptionist for the Division including keeping the office in a professional manner and organized, greeting visitors, direct deliveries or meeting attendees, respond to various inquiries, answer Division phone calls, return voicemail and calls on behalf of faculty as needed. Answer in-person, electronic and phone inquiries in a professional, efficient manner. Other duties as assigned.
50% Manage the division faculty academic and professional calendars and manage Pediatric conference room calendar. Support the Division Directors with all administrative support needs and support the Program Directors with faculty support needs (non-Pediatric residency related). Support the Pediatric Resident coordinator as needed, which may include: Expense reimbursements, entering grades, registering for courses, assisting with arrangements for interview day and graduation and other events, requesting access for Axium privileges on behalf of the resident or similar duties as directed by the Resident Coordinator and supervisor. Support full time faculty in preparing and updating course materials, utilize Office of Measurement Services for analysis of exam scores, post grades in Moodle/Canvas or similar system and send to registrar via PeopleSoft, may order materials and supplies for courses. May create, maintain, and edit Moodle/Canvas or similar sites for courses. Submit faculty rosters on a semester basis to human resources to ensure proper pay for time worked. Prepare and submit honorarium documents to ensure proper pay for guest lecturers. Record and track vacation days and assist faculty in submission of time off requests using MyU. Support other areas and administrative support team members in the Department and School as needed. Other duties as assigned.
20% GPR Residency Program Co-Coordinator and Division of Hospital and Special Care Dentistry support. Be the co-coordinator and University contact for all GPR Residents. Participates in the recruitment, evaluation, and selection of Resident candidates and documents process as required by accreditation standards including co-coordinating recruitment events and developing recruitment materials and presentations. Implement and monitor program's policies, processes, and protocols related to University policies and academic program requirements and other governing bodies. Co-coordinate and manage the accreditation process and submit documents to support all school accreditation process. Communicate with incoming residents regarding University of Minnesota work authorization requirements prior to start of program; partner with ISSS and coordinate any Visa or other work authorization processes with the resident to ensure a smooth and on time start of program. Work with residents and University of Minnesota finance on student billing, fees and accounting issues and questions, matriculate and admit incoming and second year residents, register residents for correct University courses for the correct semesters and generate program completion forms to generate University program certificates. Provide information to residents regarding graduation, resident onboarding, payroll and assist in other related questions. Provide administrative support to the division including course support (entering grades, assisting in Canvas course prep/site, and related duties), faculty calendar management, track vacation days of faculty, make travel arrangements and other related administrative support for the Division faculty. Other duties as assigned
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/2018_tcd-cslr-75100-ben-0105-7.pdf
Hourly Range: $16.18 to $27.21 USD/hour; hiring range expected to be between $16-22 an 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
Extensive/Expert level computer experience required, with demonstrated proficiency in Microsoft Office Suite and Google Applications
Successful 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 with attention for 'tone' and approach of message
Demonstrated successful experience in using interpersonal, organizational and problem-solving skills
Skilled at multitasking in a fast-paced environment, working independently, showing initiative, and meeting deadlines
Demonstrated/documented exceptional customer service skills and professional demeanor
Proven ability to accomplish tasks with accuracy and attention to detail in a timely and prioritized manner
Experience working in a health care setting with physicians, nurses, or related health care providers (academic, clinic or related health care setting)
Capacity to follow directions well and maintain independent responsibilities
Extensive experience with Webex/Skype, Zoom or similar system
Ability to adapt approach and prioritize both student, staff and faculty requests and needs
Successful experience working with a diverse patient or client base
Must be flexible to change and ambiguity and have the ability to navigate a changing and undefined role.
Experience working in an academic or health care environment
Familiarity and experience with medical/dental terminology
Experience working with graduate students
Experience with the University Enterprise Financial System (EFS)
Experience managing a Purchasing Card
Experience planning, organizing and coordinating multiple events.
Demonstrated experience meeting deadlines, prioritizing tasks, and handling multiple priorities;
Experience working independently with a high level of self-direction;
Excellent interpersonal skills: clearly articulates key points when interacting with medical students and faculty; addresses and listens to others in a respectful manner; handle highly confidential matter tactfully and responsibly;
Demonstrated organizational skills with attention to accuracy and detail.
Internal Number: 329914
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.